Acceptable Use & AI Policy

Trackflow Acceptable Use Policy

Permitted Use

Trackflow may be used for legitimate business, professional, educational and organizational purposes consistent with applicable agreements.

Users must comply with:

• Applicable laws
• These Terms and policies
• Their organization's internal policies
• Third-party integration requirements

Prohibited Activities

You must not:

• Use Trackflow for unlawful or fraudulent activity
• Upload malware, ransomware, viruses or harmful code
• Attempt unauthorized access to systems or accounts
• Circumvent authentication or security controls
• Interfere with the availability or operation of Trackflow
• Conduct unauthorized penetration testing or security scanning
• Scrape or systematically extract data without authorization
• Infringe intellectual-property rights
• Upload content that you do not have the right to use
• Impersonate another person or organization
• Resell, sublicense or commercially exploit Trackflow without authorization
• Use the platform to facilitate illegal activity
• Abuse APIs, integrations or automation capabilities
• Attempt to reverse engineer the Service except where expressly permitted by applicable law

Account Responsibility

Users are responsible for:

• Maintaining secure credentials
• Managing authorized access
• Reviewing organization memberships
• Promptly reporting suspected security incidents
• Ensuring that uploaded content is lawfully obtained and used

Administrators are responsible for managing access to organization-controlled workspaces.

Sensitive Information

Customers should avoid uploading unnecessary sensitive information into tickets, comments, attachments or AI prompts.

Where sensitive or regulated information must be processed, the customer is responsible for ensuring that:

• The applicable Trackflow plan and deployment are suitable
• Appropriate security controls are enabled
• Necessary legal and contractual requirements are satisfied

Enforcement

We may investigate suspected violations. Depending on the circumstances, we may:

• Issue a warning
• Restrict functionality
• Suspend an account
• Remove unlawful or harmful content
• Terminate access
• Report unlawful activity where legally required

Trackflow AI Policy

Purpose of AI Features

Trackflow uses AI to assist teams with productivity, understanding and project execution. AI capabilities may include:

• AI-based repeated ticket detection
• AI-generated ticket summaries
• AI reminder agents
• AI-assisted subtask creation
• Recommendations
• Other AI-enabled capabilities introduced in future releases

AI Is Assistive

AI-generated results are intended to assist users. They may occasionally contain:

• Inaccuracies
• Incomplete information
• Incorrect assumptions
• Irrelevant recommendations
• Duplications or omissions

Users must apply appropriate human judgment before relying on AI output.

No Automated Critical Decisions

Trackflow AI is not intended to independently make decisions involving:

• Employment
• Legal rights
• Financial eligibility
• Healthcare
• Safety-critical operations
• Other high-impact decisions without appropriate human review

Customer Responsibility

Customers remain responsible for:

• The data submitted to AI features
• Ensuring they have the right to process that data
• Reviewing AI output
• Deciding whether and how AI output is used

Confidential and Sensitive Data

Users should not submit highly sensitive or confidential information to AI functionality unless the organization has approved such use and appropriate contractual and technical safeguards are in place.

AI Data Handling

Trackflow may use approved AI technology providers to process requests necessary to provide AI functionality. Trackflow will seek to apply safeguards appropriate to the applicable service architecture and customer agreement.

Unless otherwise agreed in writing, Trackflow will not intentionally make one customer's confidential workspace content available to another customer.

Changes to AI Functionality

AI capabilities may evolve as the product develops. We may introduce, improve, limit or retire AI functionality based on technical, security, legal or commercial considerations.

Reporting Concerns

Users may report suspected AI errors, harmful outputs, security concerns or misuse to: info@track-flow.io