Terms of Service

These Terms of Service (“Terms”) govern access to and use of Aitros Engagement (“Aitros,” “we,” “us,” or “our”), including our website, software platform, employee engagement tools, leadership assessment tools, 360 feedback tools, AI-assisted employee listening features, reports, dashboards, and related services.

By accessing or using Aitros, you agree to these Terms. If you are using Aitros on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

1. Our Service

Aitros provides software tools that help organizations, HR teams, leaders, and consultants design, distribute, analyze, and report on employee engagement assessments, leadership assessments, 360 feedback, organizational values assessments, and related employee listening activities.

Aitros may include AI-assisted features that help generate draft questions, summaries, themes, insights, recommendations, and reports.

2. Customer Responsibilities

Customers are responsible for:

• Selecting who is invited to participate;
• Configuring assessments, surveys, and reporting settings;
• Providing legally required notices to employees or participants;
• Obtaining any required consents;
• Ensuring lawful use of the platform;
• Reviewing AI-generated outputs before relying on them;
• Making all employment, HR, leadership, and organizational decisions independently.

Customers agree not to use Aitros for unlawful discrimination, harassment, retaliation, surveillance, or any other unlawful employment practice.

3. Participant Data

Customers may upload or collect information about employees, leaders, raters, managers, teams, departments, or other participants.

Customer is responsible for the accuracy, legality, and appropriateness of all data it provides to Aitros or collects through Aitros.

Aitros processes customer and participant data to provide the platform and related services.

4. Anonymity and Confidentiality

Aitros may support anonymous, confidential, identifiable, or aggregated assessment configurations.

However, anonymity depends on the customer’s configuration, response volume, metadata fields, reporting filters, and the content of participant responses. Written comments may include self-identifying information.

Customers are responsible for communicating clearly to participants whether responses are anonymous, confidential, identifiable, or reported in aggregate.

5. AI Features

Aitros may use AI-assisted features to generate summaries, themes, recommendations, draft assessments, follow-up questions, and reports.

AI-generated outputs may be incomplete, inaccurate, or require further review. Customer is responsible for reviewing all outputs before using them.

Customer agrees not to use AI-generated outputs as the sole basis for hiring, firing, promotion, discipline, compensation, performance management, or other consequential employment decisions.

Aitros does not provide legal, employment-law, psychological, medical, financial, or professional HR advice.

6. Acceptable Use

You may not use Aitros to:

• Violate any law or regulation;
• Infringe the rights of others;
• Upload malicious code;
• Attempt to gain unauthorized access to systems or data;
• Interfere with platform security or performance;
• Reverse engineer the platform;
• Use the platform to harass, retaliate against, or unlawfully monitor employees;
• Submit false, misleading, unlawful, or harmful content;
• Use Aitros outputs as the sole basis for employment decisions.

7. Customer Data Ownership

As between Aitros and Customer, Customer owns Customer Data.

Customer grants Aitros the rights necessary to host, process, transmit, analyze, display, and otherwise use Customer Data to provide and improve the platform, support customers, maintain security, and fulfill our contractual obligations.

Unless otherwise agreed in writing, Aitros does not use customer assessment responses, employee comments, AI chat transcripts, or 360 feedback data to train third-party foundation models.

8. Aggregated and De-Identified Data

Aitros may use aggregated or de-identified information to understand platform usage, improve services, develop features, monitor performance, and create benchmark or trend insights, provided such information does not identify a customer, individual, or participant.

9. Payment and Subscription Terms

Customers are responsible for paying all fees described in the applicable order form, checkout flow, subscription plan, or written agreement.

Fees may be based on seats, workspaces, usage, subscription tier, or other agreed terms.

Unless otherwise stated, fees are non-refundable except as required by law or expressly agreed in writing.

10. Free Trials and Promotions

Aitros may offer free trials, discounts, or promotional pricing. Aitros may modify or end promotional offers at any time.

Customers are responsible for cancelling before the end of a trial period if they do not wish to continue with a paid subscription.

11. Security

Aitros uses reasonable administrative, technical, and organizational safeguards designed to protect customer and participant data.

No method of transmission or storage is completely secure. Aitros cannot guarantee absolute security.

12. Confidentiality

Each party may receive confidential information from the other. Each party agrees to protect confidential information using reasonable care and to use it only for purposes related to the service relationship.

13. Third-Party Services

Aitros may use third-party service providers for hosting, database services, authentication, payment processing, email delivery, AI processing, analytics, monitoring, support, and other operational needs.

Aitros is not responsible for third-party services that are not controlled by Aitros.

14. Disclaimers

Aitros is provided on an “as is” and “as available” basis.

Aitros does not guarantee that the platform will be uninterrupted, error-free, or meet every customer need.

Aitros does not guarantee any particular organizational, employee engagement, leadership, performance, or business outcome.

15. Limitation of Liability

To the maximum extent permitted by law, Aitros will not be liable for indirect, incidental, consequential, special, punitive, or exemplary damages, including lost profits, lost data, business interruption, or reputational harm.

Aitros’s total liability for any claim related to the service will not exceed the amount paid by Customer to Aitros during the twelve months before the event giving rise to the claim.

16. Termination

Aitros may suspend or terminate access if Customer violates these Terms, fails to pay fees, creates security risk, or uses the platform unlawfully.

Upon termination, Customer may lose access to the platform. Data export and deletion will be handled according to the applicable agreement and Aitros’s data retention practices.

17. Changes to These Terms

Aitros may update these Terms from time to time. If changes are material, Aitros may provide notice through the website, platform, or email.

Continued use of Aitros after updated Terms become effective means you accept the updated Terms.

18. Contact

Questions about these Terms may be sent to:

Aitros Engagement
Email: hello@aitrosengagement.com
Website: aitrosengagement.com