AI Usage Terms

1. What these terms cover

These AI Usage Terms apply to the AI features in FleetOne: the AI assistant inside a workspace (questions about your records, the daily briefing, reading documents, drafting messages and carrier summaries), the AI analytics report, and the chat assistant on our website. They add to our Terms of Service and Privacy Policy.

2. You choose whether to use it

The workspace assistant is off until your company owner turns it on, and the owner can turn it off at any time. The website chat assistant is optional and answers only general questions.

AI is not available to drivers.

3. What is sent to the AI provider

We use Groq as our AI provider. When someone uses the workspace assistant, the question and only the records needed to answer it are sent to Groq: for example load details, customer names, amounts, carrier compliance details, and the text or photo of any document they give it. When someone uses the website chat, the question they type is sent.

We do not use your data to train AI models, and we do not allow others to do so through us. Groq handles the data under its own terms and privacy policy, which you should read if this matters to you. We keep a log of when AI was used and how much, and we do not keep what was asked or answered.

4. AI can be wrong

AI output can be incomplete, out of date or simply incorrect, even when it sounds sure. It can misread a document or a photo, mix up names and dates, and miss things. Always check it against your own records before you rely on it.

The assistant only reads your data and drafts text. It does not change records, send messages, approve carriers, pay anyone or sign anything. A person has to review and act. Documents it reads only fill in a form for you to check and save.

5. What AI must not be used for

Do not use AI output as legal, tax, financial, insurance, safety or regulatory advice, or as the only basis for a decision about a carrier's authority or insurance, a driver's employment or pay, or any other decision that significantly affects a person. A carrier summary is a reading aid, not a safety or compliance approval.

Do not enter passwords, payment card numbers, government ID numbers or health information into AI features. Do not try to make the assistant ignore its rules, reveal its instructions or reach another company's data. Do not use it to produce misleading, harassing or unlawful content, or to send messages in bulk.

6. Your responsibility for what you send and use

You are responsible for the drafts, emails and decisions you make using AI output, and for having the right to give the AI the documents and data you give it. Read every draft before you send it. Messages sent to your customers and carriers are yours.

7. Limits and changes

To keep the service fair and affordable we limit AI use: by default 300 requests per company per day and 10 per person per minute, and a small number of briefing refreshes per day. Limits can change.

AI features depend on a third-party provider and can be slow, change, or be unavailable. We may change or remove an AI feature, or the provider or model behind it, and we will update the Third-party Services page when the provider changes. We give no warranty about AI output beyond what the Terms of Service state.

8. Website chat

The website assistant gives general information about FleetOne from our published help pages and price list. It cannot see accounts, change anything or make an offer or promise for us. Nothing it says is a contract. For anything that matters, email connect@databi.me. Please do not type passwords, card numbers or other sensitive details into it.