BayoSys legal document

Addendum F - AI, Automation, and Operational Processing

AI, automation, operational processing, workflow support, and system-generated action terms.

Addendum F — AI, Automation, and Operational Processing Terms
This Addendum supplements and forms part of the BayoSys Terms & Conditions, Privacy Policy, SaaS Agreement, Tenant Agreement, PhotoPay Terms, Lead Generation Addendum, and any related service-specific or payment-related terms. It applies to AI-assisted features, automations, workflow engines, enrichment systems, drafting tools, routing logic, internal agents, operational bots, and related systems used within the BayoSys platform. It is aligned to the AI and automation themes identified in your legal checklist
1. Scope
BayoSys may use artificial intelligence, automation, workflow logic, and internal operational tools to support platform functionality, including but not limited to:
data cleanup
lead sorting and scoring
CRM enrichment
intake processing
email drafting
call summaries
classification and tagging
workflow routing
record formatting
admin support
internal API execution
reporting support
operational task handling
These systems may operate partially automatically, partially under human review, or in a hybrid mode.

2. Nature of AI and Automation Systems
AI and automation systems may include:
rule-based workflows
scripted automations
large language model outputs
enrichment tools
internal bots or agent systems
orchestration tools
third-party AI providers
internal operational assistants such as Nico or OpenClaw
future tools integrated into the platform
These systems are used to assist operations and improve efficiency, but they are not guaranteed to be accurate, complete, lawful for every use case, or suitable without human review.

3. No Guarantee of Accuracy
AI-generated or automation-generated outputs may contain:
errors
omissions
outdated information
incorrect assumptions
misclassifications
formatting mistakes
incomplete records
improper recommendations
BayoSys does not guarantee the correctness, completeness, or fitness of any AI-generated or automated output.
Users and tenants must independently review outputs before relying on them for publication, customer communication, outreach, pricing, compliance-sensitive use, or business decisions.

4. Human Review and User Responsibility
AI outputs may or may not be reviewed by a human before being surfaced or used.
Each tenant, user, agent, or operator is responsible for reviewing AI-generated or automation-assisted outputs before using them in connection with:
public-facing website content
email campaigns
outreach
legal or compliance-sensitive content
regulated industries
customer communications
pricing, offers, or policies
CRM actions
lead routing decisions
BayoSys is not responsible for losses arising from a user’s decision to rely on unreviewed AI output.

5. Sensitive and Regulated Data Warning
Users should not submit highly sensitive, restricted, or regulated data to AI or automation features unless explicitly requested by BayoSys and properly safeguarded.
Without limiting the foregoing, users should exercise caution before submitting:
medical information
protected health information
financial account data beyond required payment metadata
government ID data
highly confidential legal materials
Social Security numbers
card numbers
sensitive minors’ data
other highly sensitive personal data not reasonably needed for the service
BayoSys may reject, redact, limit, or remove such information where operationally necessary.

6. Permitted Operational Uses
BayoSys may use AI and automation tools for operational purposes including:
normalizing records
deduplicating entries
extracting structured fields
routing leads or tasks
generating draft responses
generating summaries
assisting support workflows
preparing internal notes
powering admin features
assisting delivery and platform operations
improving service reliability and efficiency
Such use does not transfer ownership of user or tenant data to BayoSys.

7. Data Sharing with AI and Automation Providers
To operate the platform, certain data may be transmitted to third-party AI or automation service providers where reasonably necessary.
This may include limited subsets of:
customer data
lead data
CRM fields
intake submissions
communication content
business content
metadata and logs
BayoSys will use commercially reasonable efforts to structure such processing in a manner consistent with its privacy and operational obligations, but BayoSys does not control the independent infrastructure of third-party providers.

8. Access Boundaries and Permission Limits
AI and automation systems may access only the data and systems reasonably necessary for their intended function, subject to platform design, permissions, and operational controls.
Unless expressly authorized:
tenant-specific automations may access only their own workspace data
lead-generation automations may access lead-gen environments without automatically gaining full CRM access
internal tools do not grant users unrestricted access to other tenants’ records
automation access may be segmented by module, workspace, or role
BayoSys reserves the right to adjust, narrow, expand, or revoke automation access boundaries at any time for security, compliance, or operational reasons.

9. Internal Agent and Bot Systems
BayoSys may operate internal assistants, orchestration systems, or agent tools, including systems such as Nico, OpenClaw, or successor tools, for purposes such as:
routing
monitoring
formatting
enrichment
workflow execution
internal analysis
operational support
API-triggered actions
Such systems are part of the platform’s operational environment and may act on defined instructions, permissions, and workflows.
Use of these systems does not create a guarantee of independent judgment, legal compliance, or human-like reliability.

10. No Professional Advice
AI or automation outputs made available through the platform do not constitute legal, tax, financial, medical, insurance, compliance, or professional advice.
Users must consult qualified professionals before relying on such outputs in regulated, legal, financial, medical, insurance, or other high-risk contexts.

11. Regulated Industry Responsibility
If a tenant or user operates in a regulated industry, including insurance, health, wellness, financial services, or any similarly regulated category, that tenant or user remains solely responsible for:
reviewing AI-assisted content
verifying required disclosures
ensuring lawful workflows
ensuring licensing and marketing compliance
ensuring customer communications comply with applicable rules
BayoSys does not certify AI-generated outputs as compliant for regulated use.

12. Security, Logging, and Audit Controls
BayoSys may log, monitor, and audit the use of AI and automation systems for purposes including:
security
abuse prevention
debugging
quality control
system integrity
compliance review
usage analysis
Such logs may include prompts, inputs, outputs, timestamps, workflow actions, and related metadata to the extent operationally necessary.

13. Prohibited Uses of AI and Automation Features
Users may not use AI or automation features to:
generate unlawful or deceptive content
conduct prohibited outreach
impersonate others unlawfully
create discriminatory or abusive materials
attempt unauthorized data extraction
target or exploit minors unlawfully
upload malicious prompts, code, or payloads
circumvent platform restrictions
access data outside authorized permissions
generate or distribute infringing or prohibited content
BayoSys may suspend access immediately for suspected abuse.

14. Automated Actions and Workflow Consequences
Some automations may trigger actions such as:
tagging records
routing leads
creating drafts
sending messages
updating fields
invoking APIs
changing statuses
initiating platform processes
Users acknowledge that automation errors can occur and agree that they are responsible for reviewing and supervising the automations they enable or rely upon within their workspace.
BayoSys may offer controls, but does not guarantee that every workflow will execute exactly as intended in every circumstance.

15. Changes to AI Features
BayoSys may add, modify, replace, limit, or discontinue AI or automation features at any time, including due to:
model changes
provider changes
safety concerns
compliance concerns
pricing changes
infrastructure changes
product strategy
BayoSys is not obligated to maintain any specific AI model, provider, output style, or workflow behavior.

16. Third-Party Provider Dependence
AI and automation features may depend on third-party providers, APIs, hosting systems, and infrastructure.
BayoSys is not responsible for outages, degraded performance, model drift, discontinuation, filtering behavior, policy changes, or availability restrictions imposed by such providers.

17. Indemnification
Users and tenants agree to indemnify and hold harmless BayoSys from claims, complaints, investigations, fines, losses, or liabilities arising from:
misuse of AI or automation tools
publication of unlawful or inaccurate AI-generated content
reliance on AI outputs without review
unlawful outreach using AI-assisted workflows
regulated-industry misuse
unauthorized or excessive data submission
attempts to circumvent access boundaries or restrictions

18. Limitation of Liability
To the maximum extent permitted by law, BayoSys is not liable for:
inaccurate AI outputs
workflow mistakes
misrouted records
lost opportunities caused by automation failure
provider outages
filtered or blocked outputs
compliance failures caused by user implementation
losses arising from reliance on automated content or decisions

19. Survival
The following survive suspension, cancellation, or termination:
data handling provisions
confidentiality
indemnification
limitation of liability
logging and audit rights
enforcement rights relating to misuse

20. Effective Date
This Addendum is effective as of: April 1st 2026