AI Ethics & Responsible Use

1. Purpose and Scope

This AI Ethics and Responsible Use Statement ("Statement") sets out the principles, commitments, and governance framework that guide Vectara Systems Ltd ("Company"), in the development, deployment, and ongoing operation of its artificial intelligence services ("AI Services"). This Statement applies to all AI-powered features of the Platform at https://kozoon.com ("Platform") and complements the AI Product Disclaimer,Acceptable Use Policy, Terms of Use and Privacy Policy.

The Company recognises that AI technology carries significant societal implications. The principles set out in this Statement are intended to ensure that the Company's AI Services are deployed in a manner that is safe, fair, transparent, and accountable.

2. Core Ethical Principles

• Human Oversight

We design our AI Services to support people, not replace them. Decisions that may significantly affect Users are not made solely by AI without the possibility of human review. Where relevant, Users can request that a decision is reviewed by a person.

• Transparency

We are clear about the fact that our services use artificial intelligence. Outputs are generated by AI models and may have limitations, as explained in our AI Product Disclaimer. We do not present AI-generated content as human-created or fully verified.

• Fairness and Non-Discrimination

We work to reduce bias in our AI systems and to avoid unfair or harmful outcomes. We recognise that AI models can reflect patterns in their training data, and we monitor and improve our systems to address this.

AI-generated content must not be used in a way that discriminates against individuals, including on the basis of legally protected characteristics.

• Privacy and Data Protection

We apply privacy-by-design principles in the development and operation of AI Services.

Personal data is processed only for defined and lawful purposes. User Input is not used to train or improve AI models without explicit, separate consent.

• Safety and Harm Prevention

We implement technical safeguards to prevent the AI Services from generating outputs that are harmful, unlawful, or contrary to applicable ethical standards. These include content filtering, safety systems, and ongoing testing of model behaviour.

New AI features are evaluated prior to release to ensure they meet internal safety standards.

• Accountability

The Company is responsible for the AI systems it deploys. Oversight of AI ethics and governance rests with senior management, supported by internal compliance processes.

3. AI System Design Standards

We apply the following standards in the design and maintenance of its AI systems:

• purpose limitation: AI systems are designed for specific, defined purposes and are not repurposed for uses that have not been assessed for safety and ethics.
• data minimisation: AI training and inference processes use only the data necessary for the intended purpose.
• robustness: AI systems are tested against adversarial inputs, edge cases, and out-of-distribution scenarios before deployment.
• explainability: where reasonably practicable, the Company provides Users with high-level information about how the AI Services generate outputs, including the general nature of the model architecture and the types of data on which it has been trained.
• continuous monitoring: AI system outputs are subject to ongoing monitoring to identify degradation in quality, emergence of new biases, or safety issues arising post-deployment.

4. Prohibited AI Applications

The Company does not design, deploy, or facilitate AI systems for the following purposes, and prohibits the use of its AI Services in connection with:

• mass surveillance of individuals without lawful authority;
• social scoring or ranking of individuals based on behaviour, social status, or personal characteristics;
• manipulation of individuals through subliminal or deceptive techniques that they cannot reasonably be expected to detect;
• exploitation of vulnerable groups, including minors, the elderly, or persons with mental health conditions;
• generation of disinformation, deepfakes, or synthetic media intended to deceive at scale;
• development or facilitation of weapons of mass destruction or tools for unlawful violence;
• circumvention of legal processes, regulatory oversight, or law enforcement.

5. Alignment with Recognised Frameworks

The Company's AI ethics framework is informed by, and seeks to align with, the following recognised standards and guidance:

• OECD AI Principles;
• UK AI regulatory guidance;
• ISO/IEC 42001;
• NIST AI Risk Management Framework;
• the EU AI Act, where applicable.

6. User Concerns and AI Harm Reporting

We take seriously any concern raised by you in connection with the ethical operation of its AI Services. If you believe that an AI output has caused harm, reflects unlawful bias, or violates this Statement you are encouraged to report their concern to us at [email protected] with the subject line "AI Ethics Concern".

We will:

• acknowledge receipt of the report within five (5) business days;
• investigate the concern promptly and impartially;
• take appropriate remedial action where the concern is substantiated, which may include output correction, model adjustment, or policy update;
• provide a written response to the User within thirty (30) business days, subject to any legal constraints on disclosure.

Where your concern relates to a potential violation of applicable AI regulation or data protection law, you retain the right to escalate their complaint to the relevant supervisory authority, including the Information Commissioner's Office (ico.org.uk) for data protection matters.

7. Third-Party AI Components

The AI Services may incorporate third-party models or components. We assess such providers against appropriate standards for security, data protection, and responsible AI practices, and require contractual safeguards where applicable. The Company remains responsible for the overall operation of the AI Services.

8. Review and Governance

This Statement is reviewed periodically and updated to reflect developments in law, technology, and operational practices.

Responsibility for oversight rests with the Company’s management, supported by internal compliance processes.

9. Contact Details

If you have any questions about this Statement, you can contact us using the details below: