AI Services Policy

JHS Solutions LLC ("Company," "we," "our," or "us") recognizes that Artificial Intelligence ("AI") technologies can improve productivity, accessibility, customer experience, document processing, and operational efficiency.

This AI Services Policy explains how AI-enabled features may be used within the Platform, the responsibilities of Users, the Company's approach to responsible AI, and the limitations applicable to AI-generated content.

This Policy applies to all current and future AI-powered services offered through the Portal Platform™, including but not limited to AI chat assistants, document analysis, translation, optical character recognition (OCR), workflow automation, fraud detection, accessibility tools, enterprise AI services, APIs, and future AI technologies.

This AI Services Policy forms part of the Portal Platform Legal Suite™ and should be read together with:

LEGAL-001 — Master Terms of Service;

LEGAL-002 — Privacy Policy;

LEGAL-003 — Communications Policy;

LEGAL-004 — Security Policy; and

other applicable legal documents adopted by the Company.

1.1 Purpose

The purpose of this Policy is to establish transparent rules governing the Company's development, deployment, operation, and use of AI-powered services.

The Company seeks to ensure that AI technologies are implemented responsibly while supporting innovation, security, operational efficiency, and user trust.

1.2 Scope

This Policy applies to AI features integrated into:

Portal Platform™;

eSignare®;

Customer Workspace;

Signer Portal;

Administrator Portal;

Trust Center™;

Dispatch Center™;

Mobile Applications;

APIs;

Enterprise Services;

Developer Services;

future Company products.

1.3 Definition of AI Services

For purposes of this Policy, AI Services include technologies that generate, analyze, classify, summarize, translate, recommend, automate, detect, interpret, or otherwise process information using machine learning, large language models, computer vision, statistical inference, or other artificial intelligence techniques.

This definition includes future AI technologies that perform substantially similar functions.

1.4 Responsible AI Principles

The Company seeks to operate AI Services in accordance with the following principles:

transparency;

accountability;

human oversight;

security;

privacy;

fairness;

reliability;

responsible innovation;

continuous improvement;

legal compliance.

These principles guide the Company's AI program and do not create obligations beyond those imposed by applicable law or contractual commitments.

1.5 Human Oversight

AI Services are designed to assist—not replace—human decision-making.

Users remain responsible for reviewing, validating, and approving AI-generated content before relying upon it for legal, financial, business, governmental, immigration, tax, healthcare, engineering, or other important decisions.

Where appropriate, Users should seek advice from qualified professionals.

1.6 Future Development

AI technologies continue to evolve rapidly.

The Company reserves the right to improve, replace, suspend, expand, or discontinue AI Services as technology, customer needs, legal requirements, and operational considerations evolve.

1.7 Relationship to Other Policies

This Policy complements the Company's:

Master Terms of Service;

Privacy Policy;

Security Policy;

Communications Policy;

Acceptable Use Policy;

Trust Center™ Policy;

Record Retention Policy;

and other applicable legal documents.

Where another policy governs a more specific subject, that policy shall control with respect to that subject matter while this AI Services Policy governs the Company's overall approach to AI.

2.1 AI Features

The Company may provide Artificial Intelligence ("AI") features designed to improve the usability, efficiency, accessibility, and functionality of the Platform.

AI features may include:

conversational assistants;

chatbots;

document summarization;

document classification;

optical character recognition (OCR);

translation services;

workflow recommendations;

smart document preparation;

intelligent field detection;

fraud detection assistance;

anomaly detection;

accessibility enhancements;

search assistance;

knowledge retrieval;

customer support automation;

enterprise automation;

API-based AI services;

future AI-enabled functionality.

The availability of AI features may vary by subscription level, product, jurisdiction, or service.

2.2 Permitted Uses

Users may use AI Services only for lawful and authorized purposes consistent with:

these Terms;

this AI Services Policy;

applicable law;

professional obligations;

organizational policies.

Permitted uses include, without limitation:

preparing documents;

improving workflows;

translating content;

summarizing information;

improving accessibility;

organizing records;

answering general questions;

generating drafts;

identifying missing information;

supporting customer service;

improving productivity.

2.3 Prohibited Uses

Users shall not knowingly use AI Services to:

violate applicable law;

facilitate fraud;

impersonate another individual;

forge documents;

generate false evidence;

create deceptive records;

intentionally mislead recipients;

facilitate identity theft;

distribute malware;

conduct cyberattacks;

create phishing campaigns;

violate intellectual property rights;

generate unlawful content;

bypass Platform security;

interfere with Platform operations;

violate contractual obligations;

engage in discriminatory or unlawful conduct;

exploit AI Services in a manner that compromises Platform integrity.

The Company reserves the right to suspend or terminate access to AI Services for violations of this Policy or applicable law.

2.4 Human Review

AI-generated information is intended to assist Users and should be independently reviewed before being relied upon.

Users remain solely responsible for:

reviewing AI-generated content;

verifying factual accuracy;

confirming legal sufficiency;

validating calculations;

ensuring regulatory compliance;

confirming business decisions;

determining whether professional advice is necessary.

The Company does not guarantee that AI-generated content is complete, accurate, current, or suitable for any specific purpose.

2.5 AI Limitations

Artificial Intelligence systems have inherent limitations.

AI outputs may:

contain factual errors;

omit relevant information;

misunderstand user instructions;

produce inconsistent responses;

reflect outdated information;

generate incomplete analyses;

misinterpret documents;

produce translations that require human review.

Users acknowledge these limitations and agree not to rely exclusively upon AI-generated output without appropriate human judgment.

2.6 Professional Advice Disclaimer

AI Services are not intended to replace licensed professional advice.

Unless expressly stated otherwise in writing, AI Services do not provide:

legal advice;

tax advice;

accounting advice;

immigration advice;

financial advice;

investment advice;

medical advice;

engineering advice;

architectural advice;

insurance advice;

notarial advice;

governmental determinations.

Users should consult qualified professionals whenever professional judgment is required.

2.7 User Inputs

Users remain responsible for all information submitted to AI Services.

Users represent that they possess the necessary rights to submit such information and that their use of AI Services complies with applicable law.

Users should avoid submitting information that they are not authorized to disclose.

The Company may process User inputs only as reasonably necessary to provide AI functionality, maintain Platform security, improve services where permitted, or comply with applicable law.

2.8 AI Outputs

AI-generated outputs are generated automatically using statistical, computational, or machine learning methods.

Outputs may be:

incomplete;

inaccurate;

non-exclusive;

similar to outputs generated for other users;

subject to revision.

AI-generated content should not be interpreted as an official statement of the Company unless expressly identified as such.

2.9 Intellectual Property

Ownership of User-provided content remains subject to the Company's Master Terms of Service.

To the extent permitted by applicable law and third-party licensing terms:

Users retain ownership of their original content;

AI-generated outputs may be used by Users for lawful purposes, subject to applicable intellectual property laws and these Policies;

the Company retains ownership of its AI systems, models, prompts, software, workflows, interfaces, and related intellectual property.

Nothing in this Policy transfers ownership of the Company's proprietary AI technologies.

2.10 Bias and Fairness

The Company recognizes that AI systems may produce biased or imperfect outputs.

The Company seeks to reduce unreasonable bias through responsible design, testing, monitoring, and continuous improvement; however, no AI system can guarantee completely unbiased or error-free results.

Users are encouraged to report outputs they reasonably believe to be discriminatory, inaccurate, or inconsistent with this Policy.

2.11 Accessibility

AI Services may be used to improve accessibility by assisting Users with:

document understanding;

translation;

text simplification;

navigation;

communication support;

future accessibility technologies.

The Company continually evaluates opportunities to improve accessibility while recognizing that AI-generated accessibility features may require human review.

2.12 Continuous Improvement

The Company may improve AI Services by:

refining workflows;

updating models;

improving prompts;

enhancing security;

improving performance;

expanding supported languages;

improving accessibility;

reducing errors;

incorporating user feedback where appropriate.

Such improvements may change the behavior, appearance, or capabilities of AI Services over time.

2.13 Future AI Technologies

As Artificial Intelligence continues to evolve, the Company may introduce additional AI capabilities, including:

intelligent document preparation;

advanced search;

predictive workflow assistance;

multilingual conversational systems;

document comparison;

fraud analytics;

voice assistants;

video analysis;

autonomous workflow support;

future AI technologies.

Where new AI features require additional disclosures or user consent under applicable law, the Company will provide appropriate notice before implementation.

3.1 AI Security

The Company maintains commercially reasonable administrative, technical, organizational, contractual, and operational safeguards intended to protect AI Services and information processed through those services.

Security measures may include:

authentication;

encryption;

access controls;

role-based permissions;

audit logging;

monitoring;

abuse detection;

prompt validation where appropriate;

secure API integrations;

infrastructure protections;

future AI security technologies.

The Company continuously evaluates AI-related security risks and updates safeguards as appropriate.

3.2 AI Governance

The Company maintains governance practices intended to promote responsible development, deployment, operation, and oversight of AI Services.

AI governance may include:

documented policies;

operational oversight;

risk assessments;

security reviews;

privacy reviews;

legal review;

human oversight;

change management;

vendor management;

continuous improvement.

Governance practices may evolve as technology, regulations, and industry standards mature.

3.3 Privacy and AI

Information processed through AI Services remains subject to the Company's Privacy Policy (LEGAL-002).

The Company seeks to process AI-related information only for legitimate operational purposes, including:

providing requested AI functionality;

improving Platform operations where permitted;

maintaining security;

detecting fraud;

troubleshooting;

complying with applicable law;

supporting customer service.

The Company will not intentionally use User information to train proprietary AI models in a manner inconsistent with its Privacy Policy or applicable law.

Where third-party AI providers are used, processing remains subject to applicable contractual obligations and privacy safeguards.

3.4 Third-Party AI Providers

The Company may utilize qualified third-party AI providers to support Platform functionality.

Such providers may assist with:

language processing;

translation;

OCR;

summarization;

classification;

fraud detection;

accessibility;

workflow automation;

future AI capabilities.

The Company seeks to engage providers that maintain commercially reasonable privacy and security practices.

The Company may change AI providers as business, technical, legal, or operational needs evolve.

3.5 Model Governance

AI models used by or through the Platform may be updated, refined, replaced, or discontinued over time.

Accordingly:

AI responses may change;

functionality may evolve;

supported languages may expand;

capabilities may improve;

limitations may change.

The Company does not guarantee identical AI responses across different sessions, software versions, models, or future Platform releases.

3.6 AI Risk Management

The Company recognizes that AI presents operational, legal, ethical, and cybersecurity risks.

Accordingly, the Company seeks to identify and manage risks including:

hallucinations;

inaccurate outputs;

inappropriate recommendations;

prompt manipulation;

unauthorized access;

data leakage;

misuse of AI Services;

operational bias;

cybersecurity threats;

future AI-related risks.

Risk management practices evolve as AI technology and legal requirements develop.

3.7 User Rights

Subject to applicable law and Platform functionality, Users may have the ability to:

review AI-generated outputs;

reject AI recommendations;

request human assistance where available;

report inaccurate outputs;

report suspected bias;

submit feedback;

manage AI-related preferences where supported.

The availability of these options may vary depending upon the specific AI Service.

3.8 Incident Response

If the Company becomes aware of a significant incident affecting AI Services, it may:

investigate the event;

suspend affected AI functionality;

implement corrective measures;

coordinate with AI service providers;

improve safeguards;

notify Users where required by applicable law.

Incident response procedures may evolve as AI technologies mature.

3.9 Regulatory Compliance

The Company intends to operate AI Services in accordance with applicable laws and regulations governing artificial intelligence, privacy, consumer protection, electronic communications, intellectual property, and cybersecurity.

As AI regulation continues to evolve, the Company may modify AI Services or this Policy to maintain compliance with applicable legal requirements.

3.10 Availability Disclaimer

AI Services are provided on an "AS IS" and "AS AVAILABLE" basis.

The Company does not warrant that AI Services will:

be uninterrupted;

be error-free;

always generate accurate outputs;

satisfy every User requirement;

operate without third-party interruptions;

produce legally sufficient results;

replace professional judgment.

Users acknowledge that AI is an assistive technology and not a substitute for human review or professional advice.

3.11 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES ARISING FROM:

reliance on AI-generated content;

inaccurate AI outputs;

omitted information;

translation errors;

workflow recommendations;

interruptions of AI Services;

third-party AI provider failures;

model changes;

limitations inherent in artificial intelligence technologies.

Nothing in this section limits liability that cannot lawfully be limited.

3.12 Relationship to Other Policies

This AI Services Policy forms part of the Portal Platform Legal Suite™ and should be interpreted together with:

LEGAL-001 — Master Terms of Service;

LEGAL-002 — Privacy Policy;

LEGAL-003 — Communications Policy;

LEGAL-004 — Security Policy;

LEGAL-006 — Electronic Signature Disclosure & Consent;

LEGAL-007 — Cookie Policy;

LEGAL-008 — Acceptable Use Policy;

LEGAL-009 — Trust Center™ Policy;

LEGAL-010 — Record Retention Policy;

LEGAL-013 — Data Processing Addendum (where applicable); and

any additional policies adopted by the Company.

Where another policy governs a more specific AI-related subject, that policy shall control with respect to that subject matter while this Policy governs the Company's overall approach to AI Services.

3.13 Amendments

The Company may revise this AI Services Policy to reflect:

technological developments;

legal requirements;

regulatory guidance;

security improvements;

operational changes;

new AI capabilities;

future products and services.

Material revisions will be communicated using reasonable electronic methods where required by applicable law.

Continued use of AI Services after the effective date of revised policies constitutes acceptance of the updated AI Services Policy to the extent permitted by applicable law.

3.14 Contact for AI Services Questions

Questions regarding this AI Services Policy or the Company's AI Services may be submitted to:

JHS Solutions LLC

Email: support@esignare.com

Support is available for matters including:

AI Services

AI Features

AI Feedback

AI Concerns

AI-Assisted Workflows

AI Questions

General Customer Support

Additional contact methods and support resources may be published through the Portal Platform™ from time to time.

Where required by applicable law, the Company may designate an AI, compliance, or privacy representative to assist with AI-related inquiries.