Humaans AI Terms
Effective: 6 October 2026
You can find our previous AI Terms here.
These Humaans AI Terms (“AI Terms”) apply to your access to and use of Humaans AI (defined below). The AI Terms form a part of the agreement between you or your organization (“you”, “your(s)”, “user”) and Humaans Software UK LTD (“Humaans”, “we”, “us”, “our”), that governs your use of the Services, as set out in clause 9 of the Terms of Service (“Terms of Service”). Capitalized terms used but not defined in these AI Terms have the meaning set forth in your Terms of Service. In the event of a conflict between these AI Terms and your Terms of Service, these AI Terms will control.
1 - Humaans AI
For the purposes of these AI Terms, “Humaans AI” means the generative AI features and functionality made available as part of the Humaans Services, including features within the Humaans platform and Athena.
Humaans may select and change the third-party AI platform and model providers used to provide Humaans AI (each a “Third-Party AI Provider”), subject to the data protection, retention, and regional processing requirements set out in these AI Terms and our Data Processing Addendum.
Using multiple Third-Party AI Providers reduces dependency on any single provider and allows Humaans to select a provider and model suited to the relevant feature, taking into account quality, accuracy, response time, cost efficiency, and regional processing requirements. The same contractual data protection and security requirements apply regardless of the provider or model selected.
Your use of Humaans AI is subject to these AI Terms and the Terms of Service.
2 - AI availability and customer controls
Where Humaans AI is included in the subscription, it is enabled by default when a customer account is created. Authorised administrators can enable or disable Humaans AI for their organisation through the settings available in the Services.
When Humaans AI is disabled for your organisation, users will not be able to access or use Humaans AI features and Customer Data will not be sent to Third-Party AI Providers for the purpose of providing those features. When Humaans AI is enabled, Third-Party AI Providers process Customer Data to provide AI-powered features in accordance with the AI settings and feature configuration for your account. Processing may occur in response to a user request or automatically in the background.
3 - Input and Output
You may provide or make available prompts, data, text, or other input to be processed by Humaans AI (“Input”) and receive data generated and returned by Humaans AI based on the Input (“Output”). Input and Output are Customer Data and are handled in accordance with your agreement with Humaans, including our Data Processing Addendum.
Humaans AI respects the permissions that govern each user’s access to Customer Data within the Services. A user’s AI interactions are limited to Customer Data that the user is authorised to access. Depending on the AI feature being used, relevant Customer Data that the user is authorised to access may be used as context to generate Output.
4 - Use Restrictions and Third-Party AI Provider Requirements
You are responsible for the Input you provide to Humaans AI and for your use of Output. You must ensure that your Input and your use of Humaans AI and Output comply with applicable law, the Terms of Service, and these AI Terms.
You must not use Humaans AI in a way that infringes the rights of others, attempts to circumvent the security or access controls of the Services, or uses Humaans AI for any purpose prohibited under the Terms of Service.
You must comply, and ensure your Users comply, with the applicable provider usage requirements identified below, which are incorporated into these AI Terms by reference. These requirements apply only to the providers and models used to provide Humaans AI to you.
- Google: Cloud Acceptable Use Policy and Generative AI Prohibited Use Policy.
- OpenAI: Usage Policies.
- Anthropic: Usage Policy.
Before using any model with additional licence terms or usage requirements that apply to you, we will make those terms and requirements available to you and obtain your acceptance where required.
We will give you reasonable notice before any material additional or changed provider usage requirements apply to your use of Humaans AI, in accordance with Section 11. Provider requirements do not reduce Humaans’ commitments to you regarding data protection, security, retention or processing locations under your agreement with Humaans.
5 - Limitations
Due to the nature of generative AI, Output may not always be accurate, complete, or unique, and the same or similar Output may be generated for other users.
You should evaluate Output for accuracy and suitability before relying on it. Before using Output to make decisions or take actions that have a legal or similarly significant effect on an individual, including an employee, candidate or other worker, you must ensure meaningful human review. The reviewer must have the relevant expertise and authority to assess the Output and other relevant information, and to change or reject the proposed decision or action. Merely approving an automated recommendation without assessing it is not meaningful human review.
Humaans AI may assist with or initiate workflows, but does not independently complete decisions or actions that have a legal or similarly significant effect on an individual without the human review required above.
6 - Use of Customer Data and AI Training
Humaans does not use Input or Output to train generative AI models and does not permit Third-Party AI Providers to use Input or Output to train their models.*
Customer Data processed through Humaans AI is handled in accordance with your agreement with Humaans, including our Data Processing Addendum, and is used only as necessary to provide and operate the Services, unless otherwise agreed with you.
7 - Data Retention
When providing Humaans AI features, Humaans requires Third-Party AI Providers processing Input and Output to operate under Zero Data Retention (“ZDR”) controls. Where a Third-Party AI Provider offers both ZDR and non-ZDR models or processing options, Humaans configures the Services to use ZDR options when processing Customer Data.
Under these controls, Input and Output are processed only as necessary to provide the relevant Humaans AI functionality and are not retained by the Third-Party AI Provider after processing.
Third-Party AI Providers may retain limited metadata relating to the use of Humaans AI where necessary for purposes such as security, abuse prevention, compliance and billing. Such metadata does not include Input or Output.
Third-Party AI Providers may update their policies and services. Such changes do not automatically change Humaans’ commitments under these AI Terms. If a provider or model no longer meets these requirements, Humaans will reconfigure, replace or suspend the affected processing.
8 - Privacy, Regionality and Sub-Processors
To the extent Customer Data processed through Humaans AI contains Personal Data, Humaans and its Sub-Processors will process that Personal Data in accordance with the Data Processing Addendum and applicable Privacy Policy.
Humaans uses Third-Party AI Providers as Sub-Processors to provide Humaans AI. The Third-Party AI Providers that may process Customer Data, their purposes, and applicable processing locations are listed in Annex C of our Data Processing Addendum.
By default, Customer Personal Data processed by AI features within Humaans is processed within the EEA or Switzerland. Customers may agree with Humaans to use US processing instead. Within the applicable region, Humaans may select among the AI Sub-Processors listed in Annex C, subject to its data protection, security and retention commitments.
Humaans configures Third-Party AI Providers and model routes based on the applicable processing region for your use of the Services. Where a provider or model cannot meet that regional processing requirement, Humaans will not use that provider or model to process your Customer Data.
9 - Suspension and Service Levels
Humaans may suspend or restrict access to Humaans AI where reasonably necessary, including where we determine that: (a) your use of Humaans AI violates these AI Terms or poses a security or other material risk to Humaans, the Services, or a third party; (b) a Third-Party AI Provider suspends, restricts, or terminates a service required to provide Humaans AI; or (c) continued provision of Humaans AI would violate applicable law or regulatory requirements.
Unless otherwise agreed, Humaans does not guarantee the availability or uptime of Humaans AI, and unavailability of Humaans AI will not constitute downtime under any service level agreement applicable to the Services.
10 - Beta Features
Humaans may make certain Humaans AI features available as alpha, beta, limited release, developer preview, or similar pre-release features (“AI Beta Features”). AI Beta Features are provided for testing and evaluation purposes and may contain errors or operate differently from generally available features. Unless otherwise agreed, AI Beta Features are provided “AS IS”, are not subject to service level or support commitments, and may be modified, suspended, or discontinued at any time.
We will identify AI Beta Features as such when they are made available to you.
11 - Modifications
We may update these AI Terms from time to time. When we do, we will update the “Effective” date at the top of this page.
If we make a material change to these AI Terms, we will provide reasonable notice before the change takes effect, for example by notifying an administrator for your account by email or through the Services.
Your continued use of Humaans AI after the updated AI Terms take effect constitutes your acceptance of the updated terms. If you do not agree to the updated AI Terms, you may disable Humaans AI in accordance with Section 2.
If we do not provide the required notice of a material change, the previous version of these AI Terms will continue to apply until you accept the updated AI Terms.
* Google Workspace APIs that enable downloading content from Google Drive and other Google Workspace products are not used to develop, improve, or train generalized artificial intelligence or machine learning models.