AI Usage Policy

1. Purpose of This AI Usage Policy

This AI Usage Policy (“AI Policy”) explains how artificial intelligence features within HRDocket are intended to be used and establishes responsibilities and limitations that apply when customers and authorized users use those features.

HRDocket uses AI to assist organizations with human resources documentation and related administrative activities. These capabilities may help users generate, draft, customize, review, and organize HR documentation more efficiently.

AI is an assistance technology within HRDocket. It does not replace the customer, HR professional, manager, employer, legal professional, or other person responsible for reviewing information and making employment decisions.

This AI Policy is intended to promote responsible use of HRDocket’s AI functionality while helping customers understand the limitations of AI-generated and AI-assisted content.

2. Scope

This AI Policy applies to customers and authorized users who access or use AI-powered features made available through HRDocket.

This includes AI functionality used for activities such as:

HR document generation;
AI-assisted drafting;
Document customization;
HR document review;
AI Compliance Checks;
Custom HR document creation;
AI-assisted templates; and
Other AI functionality that HRDocket may make available from time to time.

The specific AI features available to a customer may depend on the customer’s HRDocket plan, account configuration, or features made available by HRDocket.

3. Relationship to the HRDocket Terms and Conditions

This AI Policy supplements the HRDocket Terms and Conditions.

The Terms and Conditions remain the primary contractual agreement governing the customer’s use of HRDocket.

This AI Policy does not replace provisions in the Terms and Conditions concerning matters such as:

Accounts;
Subscriptions;
Fees;
Intellectual property;
Liability;
Disclaimers;
Termination;
Dispute resolution; or
Other contractual matters.

Where the Terms and Conditions contain provisions specifically governing the customer’s use of HRDocket, those provisions continue to apply.

4. Relationship to the Acceptable Use Policy

AI functionality must also be used in accordance with the HRDocket Acceptable Use Policy.

The Acceptable Use Policy establishes broader rules governing acceptable and prohibited use of HRDocket.

This AI Policy provides additional rules specifically applicable to the use of artificial intelligence within HRDocket.

A customer or authorized user must therefore comply with both policies when using HRDocket’s AI features.

5. Relationship to the Privacy Policy

HRDocket may process information submitted through its AI features as part of providing those features.

Customers are responsible for ensuring that they have appropriate authority to submit information to HRDocket and to use that information for their intended HR purposes.

The HRDocket Privacy Policy provides additional information concerning HRDocket’s handling of personal information.

Customers should review the Privacy Policy before submitting personal or employee information through HRDocket.

The use of cookies and similar technologies in connection with HRDocket is addressed in the HRDocket Cookie Policy.

The Cookie Policy is separate from this AI Policy and governs HRDocket’s use of cookies and similar technologies.

7. AI as an Assistance Technology

HRDocket’s AI features are designed to assist users with HR documentation and related administrative activities.

AI may help users produce or review content more efficiently, but the presence of AI in a workflow does not transfer responsibility for the resulting document, action, or employment decision from the customer to HRDocket.

Customers remain responsible for reviewing AI-assisted content and determining whether it is appropriate for their circumstances.

8. Responsible Human Oversight

Customers should maintain appropriate human oversight when using HRDocket’s AI features for employment-related activities.

AI-generated or AI-assisted content should be reviewed before it is:

Issued to an employee or applicant;
Used as an employment record;
Signed;
Distributed;
Used to support an employment decision; or
Otherwise relied upon for a material HR purpose.

The level of review should reflect the importance and potential consequences of the intended use.

9. Customer Responsibility

The customer remains responsible for its use of HRDocket’s AI features and for the consequences of actions taken based on AI-assisted output.

This includes responsibility for:

Information submitted to the platform;
Instructions provided to AI features;
Documents generated through the platform;
Review and approval of AI-generated content;
Employment decisions;
Communications with employees and applicants; and
Compliance with requirements applicable to the customer’s organization.

HRDocket provides AI-assisted technology. It does not become the employer, decision-maker, legal advisor, or professional advisor of the customer through the customer’s use of that technology.

10. AI-Assisted HR Documentation

HRDocket uses artificial intelligence to assist customers with the creation and management of HR documentation.

AI features may assist with generating, drafting, refining, customizing, and reviewing employment-related documents.

Depending on the feature available, AI assistance may be used for documents such as:

Job descriptions;
Offer letters;
Employment contracts;
Onboarding documents;
Employee handbooks;
Non-disclosure agreements;
Probation documentation;
Performance improvement plans;
Performance documentation;
Incident reports;
Warning letters;
Final warnings;
Suspension documentation;
Salary and promotion letters;
Leave documentation;
Resignation acceptance letters;
Employment verification documents;
Reference letters; and
Other HR documentation supported by HRDocket.

The availability of a particular document generator or AI capability may vary over time.

11. AI Document Generation

HRDocket’s AI document generation features are designed to help users create professionally structured HR documentation more efficiently.

The AI may use information provided by the customer, employee information available within the customer’s HRDocket account, company information, user instructions, selected document types, and other information relevant to the requested generation task.

Generated documents should be reviewed by an authorized user before they are issued, signed, distributed, or otherwise relied upon.

12. AI-Assisted Drafting and Editing

HRDocket may use AI to assist users in drafting, rewriting, refining, organizing, or customizing HR documentation.

Users remain responsible for providing appropriate instructions and reviewing the resulting content.

AI assistance does not guarantee that the resulting wording will be appropriate for every employee, organization, employment relationship, or circumstance.

13. Jurisdiction-Aware AI Assistance

Where HRDocket provides jurisdiction-based or jurisdiction-aware document generation, users may provide or select an applicable employment jurisdiction as part of the document-generation process.

This functionality is intended to help contextualize HR documentation for the selected jurisdiction.

A jurisdiction selection does not guarantee that the resulting document satisfies every applicable law, regulation, local requirement, contractual obligation, or employment-specific circumstance.

Customers remain responsible for verifying requirements applicable to their organization and the particular employment situation.

14. AI Compliance Checks

HRDocket may provide AI-powered compliance checks or document review features designed to help users identify potential issues in HR documentation.

These checks may assist with identifying matters such as:

Missing information;
Inconsistencies;
Potential documentation gaps;
Conflicting information; or
Other issues identified by the applicable AI feature.

AI Compliance Checks are an assistance tool. They are not a legal opinion, legal determination, certification, or guarantee of compliance.

A document that receives no warning or identified issue from an AI Compliance Check should not be interpreted as a representation that the document is legally compliant.

Customers remain responsible for reviewing the document and determining whether further review or professional advice is appropriate.

15. AI-Assisted Templates and Custom Documents

HRDocket may allow customers to use AI together with HR templates, custom templates, or custom document-building functionality.

Customers may use these capabilities to develop documentation that reflects their organization’s requirements and practices.

Customers remain responsible for reviewing templates and generated documents before use, including ensuring that organizational policies, employment terms, and other customer-provided information are accurate and appropriate.

16. AI and Employee Records

Where an AI-generated or AI-assisted document is created through HRDocket’s employee-related workflows, the resulting document may become part of the employee’s documentation history according to the platform’s functionality and the customer’s actions.

Customers remain responsible for reviewing documents before they become part of an employee’s official employment record.

AI does not independently determine what information belongs in an employee’s record or whether a particular employment event should be recorded.

17. AI Feature Availability

HRDocket may introduce, modify, improve, restrict, or discontinue AI features from time to time.

AI functionality may depend on technical requirements, service availability, third-party technology, customer plan, usage limits, or other factors applicable to the platform.

HRDocket does not guarantee that a particular AI feature will always be available or operate in exactly the same manner.

18. Third-Party AI Technology

HRDocket may rely on third-party technology, infrastructure, models, or service providers to provide certain AI-powered functionality.

The availability and performance of AI features may therefore depend in part on services outside HRDocket’s direct control.

Customers remain subject to the applicable HRDocket policies and terms when using these features.

Where information concerning the processing of personal information is relevant, customers should refer to the HRDocket Privacy Policy.

19. AI Output May Vary

AI-generated output may vary based on the information provided, instructions supplied, document type, available context, technology used, and other factors.

Two requests that appear similar may not necessarily produce identical results.

Users should therefore review the actual output produced for each request rather than assuming that a previous result will be reproduced or that a particular wording will always be generated.

20. No Guarantee of AI Output

HRDocket does not represent that AI-generated or AI-assisted content will always be:

Accurate;
Complete;
Error-free;
Current;
Suitable for a particular employment situation;
Consistent with every applicable requirement; or
Appropriate without human review.

The customer is responsible for determining whether AI-assisted content is suitable for its intended use.

The specific rules concerning review, employment decisions, prohibited AI use, and customer responsibility are addressed in the remaining parts of this AI Usage Policy and the HRDocket Acceptable Use Policy.

21. AI-Generated Content Is Not Guaranteed to Be Accurate

HRDocket’s AI features are designed to assist with HR documentation and related tasks. AI-generated content may contain inaccuracies, omissions, unsuitable wording, or information that does not fully reflect the customer’s circumstances.

AI output should therefore be treated as a starting point for review rather than as an automatically verified final document.

Customers are responsible for reviewing AI-generated content before relying on it.

22. Potential Errors and Omissions

AI-generated content may fail to identify relevant information or may include information that requires correction.

Potential issues may include:

Incorrect or incomplete information;
Missing provisions or information;
Inappropriate wording;
Incorrect interpretation of user instructions;
Inconsistencies with information supplied by the customer;
Failure to account for circumstances not provided to the AI; or
Failure to identify a requirement applicable to a particular situation.

Customers should not assume that an AI-generated document contains everything necessary for its intended purpose.

23. Customer Review and Verification

Before using AI-generated or AI-assisted content, the customer should verify information that is material to the intended use.

This may include verifying:

Employee information;
Employer information;
Job title;
Employment terms;
Compensation;
Dates;
Responsibilities;
Company policies;
Selected jurisdiction;
Document-specific requirements; and
Other material information contained in the document.

The customer is responsible for making any necessary corrections before the document is issued, signed, distributed, or relied upon.

24. Human Oversight

Human review is required for responsible use of HRDocket’s AI features in employment documentation.

The appropriate reviewer may depend on the customer’s internal structure and the nature of the document.

For example, an organization may require review by an HR professional, manager, authorized administrator, legal professional, or another appropriately qualified person.

HRDocket does not determine who within a customer’s organization must approve a document.

25. Customer Responsibility for Final Documents

The customer is responsible for the final version of any document it chooses to use.

This remains true even where the document was:

Generated entirely through an HRDocket AI feature;
Generated from an HRDocket template;
Generated using employee information stored in HRDocket;
Modified using AI;
Reviewed using an AI Compliance Check; or
Created through a combination of AI-assisted and manual processes.

Once a customer reviews, approves, signs, distributes, or otherwise uses a document, responsibility for that use remains with the customer.

26. AI Compliance Results Are Informational

Where HRDocket provides AI Compliance Checks or similar AI-assisted review functionality, the results are intended to help users identify potential issues.

Such results should not be treated as:

Legal advice;
A legal opinion;
A compliance certification;
A determination that a document is lawful;
A guarantee that a document satisfies applicable requirements; or
A substitute for qualified professional review.

A compliance result may identify a potential issue that requires further investigation, and the absence of an identified issue does not establish that no issue exists.

27. Employment Jurisdiction Limitations

Where HRDocket provides jurisdiction-aware AI assistance, the selected jurisdiction is one factor used to assist with the requested document.

Employment requirements may depend on facts and circumstances that are not available to the AI system.

Requirements may also change after content has been generated.

Customers are responsible for confirming that the jurisdiction selected for a document is appropriate and for determining whether additional requirements apply.

28. Changes in Laws, Regulations, and Employment Requirements

Employment laws, regulations, administrative requirements, and organizational requirements may change over time.

HRDocket’s AI-generated content or compliance assistance should not be assumed to reflect every change immediately or to account for every applicable requirement.

Customers remain responsible for keeping their HR practices and employment documentation appropriately updated.

29. No Guarantee of Legal or Regulatory Compliance

HRDocket does not guarantee that an AI-generated, AI-assisted, or AI-reviewed document complies with applicable laws, regulations, employment requirements, or organizational policies.

The use of a jurisdiction-aware feature or AI Compliance Check does not change this limitation.

Customers are responsible for determining whether a document is suitable and compliant for their particular circumstances.

30. Professional and Legal Review

HRDocket is a technology platform and its AI features do not constitute legal, financial, tax, employment, or other professional advice.

Where a matter involves significant legal, regulatory, employment, or professional considerations, customers should obtain advice from an appropriately qualified professional.

This may be particularly important when dealing with complex employment disputes, significant disciplinary matters, employment separation, regulatory investigations, litigation, or other circumstances requiring specialized judgment.

31. No Reliance on AI as a Substitute for Professional Judgment

AI-generated content should not be used as a substitute for appropriate human or professional judgment.

The customer must determine when additional review is necessary based on the nature and potential consequences of the intended use.

HRDocket does not determine whether a customer should seek professional advice.

32. No Guarantee of Employment Outcomes

HRDocket’s AI features are designed to assist with documentation and related HR activities.

They do not guarantee a particular outcome in:

Recruitment;
Hiring;
Employee performance;
Employee relations;
Disciplinary matters;
Compensation;
Promotion;
Employment continuation;
Resignation; or
Employment separation.

The customer remains responsible for the decisions it makes and the actions it takes based on HRDocket-generated content.

33. Relationship to the HRDocket Disclaimer

The limitations in this Part should be read together with the applicable disclaimers and limitations in the HRDocket Terms and Conditions.

Nothing in this AI Usage Policy should be interpreted as a representation that HRDocket provides legal or professional advice or guarantees the legal sufficiency or compliance of AI-generated content.

For prohibited uses of AI, customers and authorized users must also comply with the HRDocket Acceptable Use Policy.

34. AI Is Not the Employer or Decision-Maker

HRDocket’s AI features provide assistance with HR documentation and related administrative activities. They do not make employment decisions on behalf of a customer.

HRDocket does not determine whether an applicant should be hired, whether an employee should be promoted, whether disciplinary action should be taken, or whether an employment relationship should end.

The customer remains responsible for employment decisions made within its organization.

35. Human Decision-Making

Customers must maintain appropriate human involvement when using HRDocket’s AI features in connection with employment decisions.

AI-generated content, recommendations, summaries, or document drafts should be reviewed by an appropriately authorized person before being used to support a consequential employment decision.

The customer is responsible for establishing its own internal approval and review procedures.

36. Hiring and Recruitment

HRDocket may assist customers with recruitment and hiring documentation, including job descriptions, offer letters, employment contracts, and related materials.

Customers remain responsible for deciding:

Which candidates to consider;
Which candidates to interview;
Which candidate to select;
What employment terms to offer; and
Whether to make or withdraw an employment offer.

Customers must not use HRDocket’s AI features to facilitate unlawful discrimination in recruitment or hiring.

37. Performance Management

HRDocket may assist with performance-related documentation, including performance improvement plans, probation documentation, performance records, and related HR documents.

The customer remains responsible for determining:

Whether a performance issue exists;
What evidence should be considered;
What support should be provided;
What performance expectations are appropriate;
Whether further action is warranted; and
What employment action should ultimately be taken.

AI-generated performance documentation should be reviewed for factual accuracy and fairness before it is used.

38. Compensation and Promotion

HRDocket may assist with documentation relating to salary changes, promotions, and other employment changes.

AI-generated content must not be treated as the sole basis for determining an employee’s compensation or promotion.

Customers remain responsible for making those decisions and for ensuring that their compensation and promotion practices comply with applicable requirements.

39. Disciplinary Actions

HRDocket may assist customers in preparing documentation relating to employee conduct, incidents, warnings, final warnings, suspension, performance concerns, and other employee relations matters.

The existence of an AI-generated document does not establish that misconduct or poor performance occurred.

Customers must independently evaluate the relevant facts and circumstances before taking disciplinary action.

AI-generated or AI-assisted disciplinary documentation should be reviewed by an authorized person before it is issued or placed in an employee’s official record.

40. Employment Separation

HRDocket may assist with documentation relating to resignations, termination, employment verification, and other employment transitions.

The customer remains responsible for determining whether and how an employment relationship should end.

HRDocket’s AI functionality does not determine whether termination, resignation acceptance, or another employment action is appropriate.

Customers should review relevant documentation carefully before it is issued, signed, or relied upon.

41. Prohibited Sole Reliance on AI for Consequential Employment Decisions

Customers must not treat HRDocket’s AI output as the sole basis for consequential employment decisions where human review or other safeguards are appropriate or required.

This includes decisions concerning:

Hiring;
Candidate selection;
Promotion;
Compensation;
Performance management;
Discipline;
Suspension;
Employment continuation; and
Employment separation.

The customer is responsible for maintaining appropriate human oversight and complying with requirements applicable to its employment practices.

42. Unlawful Discrimination and Bias

Customers must not use HRDocket’s AI features to facilitate unlawful discrimination against applicants or employees.

Users should not intentionally provide instructions or use AI-generated content for the purpose of unlawfully disadvantaging an individual or group in employment-related activities.

AI output should be reviewed in context, particularly where it relates to consequential employment matters.

HRDocket does not represent that AI output will be free from every possible error, omission, or unintended bias.

The customer remains responsible for reviewing output and determining whether its use is appropriate and lawful.

43. Customer Responsibility for Employment Decisions

The customer retains responsibility for all employment decisions made using information, documents, or assistance obtained through HRDocket.

This responsibility applies whether the decision was informed by:

AI-generated documents;
AI-assisted drafting;
AI Compliance Checks;
Employee records;
HR templates;
Customer-supplied information; or
Other HRDocket functionality.

Using HRDocket does not transfer the customer’s employer responsibilities to HRDocket.

44. Compliance With Applicable Employment and AI Requirements

Customers are responsible for determining which employment, privacy, data protection, and AI-related requirements apply to their use of HRDocket.

Requirements may differ based on the customer’s location, workforce, industry, employment practices, and circumstances.

Where a customer uses AI in connection with employment decisions, the customer is responsible for determining whether additional requirements apply and for implementing appropriate safeguards.

45. No Automated Employment Authority

HRDocket’s AI functionality does not give the platform authority to act as the customer’s employer or make employment decisions on the customer’s behalf.

Customers must not represent to employees, applicants, regulators, or other third parties that HRDocket independently made an employment decision when the decision was made by the customer or its authorized personnel.

46. Relationship to the Acceptable Use Policy

The employment-related restrictions in this Part operate together with the broader requirements of the HRDocket Acceptable Use Policy.

In particular, customers and authorized users must not use HRDocket’s AI functionality to facilitate:

Fraudulent employment documentation;
Unlawful discrimination;
Harassment;
Retaliation;
Impersonation;
Falsification of employee records;
Unauthorized access; or
Other prohibited activity.

Where AI is used for HR documentation or employment-related activities, customers remain responsible for applying appropriate human judgment and complying with applicable requirements.

47. Customer Responsibility for AI Inputs

Customers and authorized users are responsible for the information and instructions they provide to HRDocket’s AI features.

Before submitting information to an AI feature, customers should consider whether the information is necessary for the requested task and whether they are authorized to provide it.

Customers must not knowingly submit information that they are prohibited from sharing or processing through HRDocket.

48. Authority to Submit Information

Customers must have the appropriate authority to submit information to HRDocket and use that information for the intended HR or business purpose.

This responsibility applies to information relating to:

Employees;
Applicants;
Contractors;
Customers;
Business partners; and
Other individuals.

The customer is responsible for determining the authority, permissions, notices, consents, or other requirements that may apply to its use of information.

49. Employee and Personal Information

HRDocket may be used to process employee and other personal information in connection with legitimate HR activities.

Customers should exercise appropriate care when submitting personal information to AI features.

Where information is not necessary for the requested task, customers should avoid submitting it.

Customers remain responsible for determining whether their use of personal information through HRDocket complies with applicable privacy and data protection requirements.

For information about HRDocket’s handling of personal information, see the HRDocket Privacy Policy.

50. Confidential Business Information

Customers may use HRDocket to manage legitimate HR and employment information belonging to their organization.

Customers and authorized users must not knowingly submit information to HRDocket that they are prohibited from processing or disclosing through the platform.

This may include confidential business information, trade secrets, proprietary information, or information belonging to another organization where the customer does not have the necessary rights or authorization.

Customers are responsible for determining what information may appropriately be submitted through their HRDocket account.

51. Sensitive Information

Employee records can contain information that requires additional care.

Customers should carefully consider whether sensitive information is necessary for an AI-assisted task before submitting it.

Where sensitive information is necessary, customers are responsible for ensuring that its collection, use, disclosure, and processing are permitted under applicable requirements.

Customers should also use appropriate internal access controls to limit access to sensitive information to authorized individuals.

52. Data Minimization

Customers should provide AI features with information reasonably necessary to accomplish the intended task.

Users should avoid unnecessarily including unrelated personal, confidential, or sensitive information in AI prompts or other inputs.

Providing unnecessary information may increase the amount of information processed for the requested task without improving the resulting HR document or output.

53. Accuracy of Information Submitted to AI Features

AI output may depend on the information and instructions provided by the customer.

Customers should therefore ensure that information supplied to AI features is accurate and sufficiently complete for the intended task.

Providing incorrect, outdated, misleading, or incomplete information may result in output that is unsuitable for the customer’s intended purpose.

HRDocket does not independently verify every factual statement supplied by a customer.

54. Customer Responsibility for Generated Content

Customers remain responsible for content generated through HRDocket’s AI features.

This includes responsibility for reviewing:

Facts;
Employee information;
Employment terms;
Dates;
Company information;
Policies;
Instructions;
Jurisdiction selections; and
Other material information contained in generated content.

Customers should make any necessary corrections before using, approving, signing, distributing, or storing the content as an official employment document.

55. Privacy and Data Protection

Customers must use HRDocket’s AI features in accordance with applicable privacy and data protection requirements.

Customers are responsible for determining whether their intended use requires particular notices, permissions, consents, agreements, safeguards, or other measures.

The HRDocket Privacy Policy provides additional information about HRDocket’s privacy practices.

This AI Usage Policy does not replace the Privacy Policy.

56. AI Inputs and Customer Confidentiality

Customers should use appropriate internal controls when allowing employees, managers, contractors, or other users to access HRDocket AI features.

Organizations should ensure that users understand what information they are authorized to submit and process through the platform.

A user’s authorization to access HRDocket does not automatically authorize that user to access or submit every type of employee or company information.

57. Unauthorized Information

Customers and authorized users must not intentionally use HRDocket’s AI features to obtain, expose, infer, or process information they are not authorized to access.

Users must not attempt to use prompts, instructions, technical methods, or other means to bypass access controls or obtain information belonging to another customer, employee, or user without authorization.

Such conduct may also constitute a prohibited use under the HRDocket Acceptable Use Policy.

58. Third-Party Rights

Customers must ensure that they have the necessary rights and authorization to submit third-party content or information through HRDocket’s AI features.

Customers must not knowingly use AI functionality to reproduce, disclose, or process another person’s or organization’s confidential or proprietary information without appropriate authorization.

59. Customer Review Before Disclosure

Customers should review AI-generated content before providing it to employees, applicants, customers, regulators, or other third parties.

This review is particularly important where the content contains:

Personal information;
Confidential information;
Employment terms;
Compensation information;
Disciplinary information;
Performance information;
Policy requirements; or
Other sensitive employment information.

The customer remains responsible for determining whether disclosure is appropriate.

60. Relationship to the Privacy Policy

This Part should be read together with the HRDocket Privacy Policy.

The Privacy Policy governs HRDocket’s applicable privacy practices and provides additional information about the handling of personal information.

This AI Policy establishes additional responsibilities specifically related to information submitted through HRDocket’s AI features.

Where a matter is addressed specifically in the Privacy Policy, customers should refer to that policy for the applicable privacy provisions.