Artificial Intelligence (AI) & Large Language Model (LLM) Usage Guidance Policy

1. Purpose

This Artificial Intelligence (AI) and Large Language Model (LLM) Usage Guidance Policy (“AI Policy”) explains how artificial intelligence technologies may be utilised within products, services, platforms, software, applications, tools, infrastructure, and operational processes provided by Sitecove Operations Pty Ltd (“Sitecove”, “we”, “our”, or “us”).

The purpose of this Policy is to:

• Promote transparency regarding AI usage;

• Explain the benefits and limitations of AI systems;

• Establish expectations for users;

• Encourage responsible and lawful use of AI technologies;

• Clarify responsibilities relating to AI-generated content and outputs;

• Assist customers in understanding risks associated with generative AI.

This Policy should be read alongside our Privacy Policy, Terms of Service, Acceptable Use Policy, and any service-specific agreements.

2. Overview of AI Technologies

Sitecove may utilise various forms of artificial intelligence and machine learning technologies, including but not limited to:

• Large Language Models (LLMs);

• Generative AI systems;

• Machine learning models;

• Natural language processing (NLP);

• Content generation systems;

• Classification systems;

• Recommendation engines;

• Search enhancement technologies;

• Predictive analytics systems;

• Automation tools;

• Agent-based systems;

• Retrieval-Augmented Generation (RAG) systems;

• AI-assisted customer support technologies.

These systems may be developed internally by Sitecove, licensed from third parties, or integrated through external providers.

3. Potential Uses of AI Within Sitecove Services

Depending on the products or services being used, AI technologies may be utilised to:

Content Generation

Generate:

• Text;

• Documentation;

• Marketing content;

• Website copy;

• Product descriptions;

• Reports;

• Draft communications;

• Summaries.

Customer Support

Assist with:

• Help desk interactions;

• Technical support;

• Knowledge retrieval;

• Ticket triage;

• Issue classification.

Search and Discovery

Improve:

• Search relevance;

• Content retrieval;

• Information recommendations;

• Knowledge-base navigation.

Workflow Automation

Support:

• Repetitive administrative tasks;

• Internal business processes;

• Data categorisation;

• Operational efficiencies.

Analysis and Insights

Assist with:

• Pattern recognition;

• Trend identification;

• Data interpretation;

• Reporting;

• Recommendations.

Product Features

AI may be embedded directly into customer-facing products and services to provide enhanced functionality.

Not all Sitecove services utilise AI technologies.

4. AI Outputs Are Generated Content

Users should understand that AI-generated content is produced through statistical prediction and pattern recognition rather than human reasoning or independent verification.

AI outputs:

• May contain inaccuracies;

• May be incomplete;

• May be outdated;

• May contain factual errors;

• May contain fabricated information;

• May contain incorrect citations or references;

• May omit important context;

• May produce unexpected or misleading results.

AI systems do not possess human judgment, professional expertise, consciousness, or independent understanding.

All outputs should be independently reviewed before use.

5. Human Review Requirements

Sitecove strongly recommends that all AI-generated content be reviewed by appropriately qualified individuals before:

• Publication;

• Distribution;

• Commercial use;

• Legal use;

• Financial use;

• Regulatory submissions;

• Medical applications;

• Academic use;

• Customer communications.

Users remain solely responsible for reviewing and validating all outputs generated through AI-assisted services.

6. High-Risk Use Cases

AI-generated outputs should not be relied upon as the sole basis for decisions involving:

Legal Matters

Including:

• Legal advice;

• Contract drafting;

• Litigation strategy;

• Regulatory compliance;

• Intellectual property matters.

Medical Matters

Including:

• Diagnosis;

• Treatment recommendations;

• Healthcare decisions;

• Prescription guidance.

Financial Matters

Including:

• Investment decisions;

• Tax advice;

• Lending decisions;

• Financial planning.

Safety-Critical Decisions

Including:

• Engineering decisions;

• Infrastructure management;

• Emergency response;

• Security operations.

Employment Decisions

Including:

• Hiring;

• Promotion;

• Termination;

• Compensation decisions.

Users should obtain appropriate professional advice before relying on AI-generated information in such contexts.

7. User Responsibility for AI Usage

Users are solely responsible for:

• Evaluating outputs;

• Verifying accuracy;

• Reviewing generated content;

• Ensuring compliance with laws;

• Assessing suitability for intended purposes;

• Implementing appropriate oversight.

Use of AI-generated content occurs entirely at the user’s own risk.

8. Prohibited Uses of AI Services

Users must not utilise AI-powered services for:

• Illegal activities;

• Fraudulent conduct;

• Misinformation campaigns;

• Harassment;

• Hate speech;

• Defamation;

• Intellectual property infringement;

• Privacy violations;

• Malware development;

• Cybercrime;

• Unauthorised surveillance;

• Identity theft;

• Deceptive impersonation;

• Harmful automated decision-making.

Sitecove reserves the right to suspend or terminate accounts engaged in prohibited activities.

9. Intellectual Property Considerations

AI-generated content may raise complex intellectual property issues.

Users acknowledge that:

• Copyright ownership of AI-generated content may vary by jurisdiction;

• Legal treatment of AI-generated works continues to evolve;

• Outputs may resemble existing content;

• AI systems may generate similar outputs for multiple users;

• Intellectual property rights may be uncertain in some circumstances.

Users are responsible for assessing intellectual property risks associated with their use of AI-generated materials.

Sitecove does not guarantee originality, uniqueness, ownership, or copyright protection of AI-generated outputs.

10. Accuracy and Hallucinations

AI systems may occasionally generate content that appears plausible but is inaccurate.

These outputs are commonly referred to as “hallucinations.”

Examples may include:

• Incorrect facts;

• Invented references;

• Non-existent legal authorities;

• Fabricated statistics;

• Inaccurate technical information;

• Incorrect quotations.

Users should independently verify all material information before relying upon it.

11. Bias and Fairness

AI systems may reflect biases present within:

• Training data;

• Human-generated content;

• Historical datasets;

• Underlying model architectures.

While Sitecove may implement safeguards to reduce harmful bias, no AI system can be guaranteed to be entirely free from bias.

Users should exercise caution when evaluating outputs involving:

• Demographics;

• Employment;

• Credit;

• Healthcare;

• Legal matters;

• Social issues.

12. Privacy and Confidential Information

Users should carefully consider what information is submitted to AI systems.

Unless expressly authorised under applicable agreements, users should avoid submitting:

• Trade secrets;

• Highly confidential information;

• Sensitive customer information;

• Regulated personal information;

• Proprietary source code;

• Security credentials;

• Passwords;

• Encryption keys.

Users remain responsible for ensuring compliance with privacy, confidentiality, and data protection obligations.

13. Third-Party AI Providers

Sitecove may utilise AI technologies provided by third-party vendors.

These providers may include:

• Foundation model providers;

• Cloud service providers;

• AI infrastructure providers;

• Machine learning platforms;

• Search providers;

• Analytics providers.

Sitecove may change providers at any time without notice where operationally appropriate.

Use of third-party technologies may be subject to additional terms and policies.

14. Continuous Model Improvement

AI technologies evolve rapidly.

Models, outputs, performance characteristics, limitations, and capabilities may change over time due to:

• Software updates;

• Model retraining;

• Infrastructure changes;

• Third-party provider updates;

• Regulatory requirements.

Users should not assume consistency between outputs generated at different times.

15. No Professional Advice

AI-generated outputs do not constitute:

• Legal advice;

• Financial advice;

• Tax advice;

• Accounting advice;

• Medical advice;

• Engineering advice;

• Professional consulting advice.

Users should seek advice from appropriately qualified professionals before making significant decisions.

16. No Warranty Regarding AI Outputs

To the fullest extent permitted by law, Sitecove makes no representations or warranties regarding:

• Accuracy;

• Reliability;

• Completeness;

• Timeliness;

• Suitability;

• Legality;

• Availability;

• Performance of AI-generated outputs.

All AI-generated content is provided on an “as-is” and “as-available” basis.

17. Limitation of Liability

To the maximum extent permitted by law, Sitecove shall not be liable for:

• Decisions based on AI outputs;

• Inaccurate AI responses;

• Business losses;

• Lost profits;

• Regulatory consequences;

• Reputational harm;

• Intellectual property disputes;

• Reliance on generated content;

• User-generated AI content.

Users assume full responsibility for evaluating and utilising AI-generated outputs.

18. Regulatory Compliance

Users are responsible for ensuring their use of AI technologies complies with applicable laws and regulations, including those relating to:

• Privacy;

• Data protection;

• Consumer protection;

• Employment;

• Intellectual property;

• Competition law;

• Industry-specific regulations.

Sitecove does not guarantee that AI-generated outputs will satisfy any specific regulatory requirement.

19. Future AI Developments

Artificial intelligence technologies continue to evolve rapidly.

Sitecove may:

• Introduce new AI features;

• Retire existing functionality;

• Modify AI capabilities;

• Implement additional safeguards;

• Expand automation features.

We reserve the right to adapt our AI practices as technology, legal requirements, and industry standards evolve.

20. Changes to This Policy

Sitecove may update this AI Policy from time to time.

Updates may reflect:

• Technological developments;

• Legal requirements;

• Industry best practices;

• Service enhancements;

• Risk management considerations.

Updated versions will be published on our website.

Continued use of Sitecove services following publication constitutes acceptance of the revised Policy.

21. Contact Information

For questions regarding this AI & LLM Usage Guidance Policy:

Sitecove Operations Pty Ltd
63-73 Ann Street
Surry Hills NSW 2010
Australia

Email: legal@sitecove.com

Website: https://sitecove.com