BigTime AI Use Policy

The BigTime AI Use Policy (“Policy”) explains how BigTime Software, Inc. (“BigTime,” “we,” “us,” or “our”) processes data in connection with artificial intelligence (“AI”) features made available within the BigTime platform (“BigTime AI”). This Policy supplements, and does not replace, BigTime’s Privacy Policy, Access Service Agreement, and Terms of Use. In the event of a conflict, the Access Service Agreement governs with respect to Customer Data.

This Policy applies only to artificial intelligence and machine learning features made available to customers within the BigTime platform. This Policy does not govern BigTime’s internal business operations, including security and support tooling.

Key Commitments Regarding BigTime AI

BigTime is committed to responsible, transparent, and secure use of artificial intelligence within the BigTime platform. With respect to BigTime AI, BigTime makes the following commitments:

• Customer Data is not used to train third-party AI models
  
  • BigTime does not use AI Interactions or Customer Data to train or improve third-party or public AI models.
• AI Interactions are used only to operate and improve BigTime’s products
  
  • AI Interactions are processed solely to deliver, support, and improve BigTime AI features within the platform.
• Identifiable customer data stays isolated
  
  • BigTime AI outputs (“Outputs”) are generated from a customer’s own Customer Data and, where applicable, aggregated and de-identified data to power analytics and predictive capabilities — never from another customer’s identifiable data.
• Limited and controlled human access
  
  • Authorized personnel may review AI Interactions only on a need-to-know basis, under access controls and confidentiality obligations, for limited purposes such as customer support, quality assurance, security and reliability review, and debugging.
• Customer choice and control
  
  • Use of BigTime AI is optional; Customers who do not wish to have their data processed in connection with BigTime AI may choose not to enable or use these features.
    
    

1. Scope and Definitions

BigTime AI / AI Features

“BigTime AI” or “AI Features” means the artificial intelligence and machine learning functionality made available to customers within the BigTime platform that generates insights, recommendations, predictions, summaries, or other outputs in response to user inputs or system-generated signals. BigTime AI may be delivered through one or more in-product features, assistants, agents, or tools, regardless of branding or feature name.

Customer Data

“Customer Data” has the meaning set forth in the Access Service Agreement and includes all electronic data or information submitted to or stored in the BigTime platform by or on behalf of Customers or its Users.

AI Interactions

“AI Interactions” means prompts, inputs, feedback, and related contextual data submitted by users when using BigTime AI, as well as outputs generated by BigTime AI. AI Interactions frequently include, reference, or are derived from Customer Data.

2. How BigTime Uses AI Interactions Data

BigTime uses AI Interactions data solely to provide, operate, support, and improve BigTime AI and related functionality within the BigTime platform.

Specifically, BigTime may process AI Interactions data to:

• Deliver AI-generated outputs requested by users
• Evaluate the accuracy, performance, and reliability of BigTime AI 
• Improve existing functionality and develop new product capabilities
• Produce aggregated analytics, benchmarking, and predictive insights
• Respond to user feedback, support requests, or reported issues

Use of AI Interactions data for these purposes is inherent in the operation of BigTime AI features. BigTime’s use of AI Interactions data for these purposes is subject to the model-training limitations set out in Section 3. Customers and users who choose to use BigTime AI agree to such processing and acknowledge that such processing is required to enable and maintain these features.

3. Model Training and Improvement.

For purposes of this Section 3, data that has been aggregated and de-identified such that it can no longer reasonably be used to identify, or be linked to, any individual customer, user, or data subject is not considered Customer Data or identifiable AI Interactions data.

3.1 No Training on Customer Data or Identifiable AI Interactions Data

BigTime does not use Customer Data or identifiable AI Interactions data to train, fine-tune, retrain, or otherwise improve any AI, machine learning, generative AI, or large language models, whether operated by BigTime or by third parties.

Third-party AI service providers process Customer Data and AI Interactions data solely as subprocessors to deliver BigTime AI features and are contractually prohibited from using such data to train, fine-tune, retrain, or otherwise improve their own models.

3.2 BigTime Product Improvement

BigTime may process AI Interactions data and Customer Data to develop, operate, support, and improve the functionality of BigTime AI features and the BigTime platform, including analytical and predictive capabilities that generate customer insights. Such processing does not include using Customer Data or identifiable AI Interactions data to train BigTime models.

Such activities may include evaluating feature performance, identifying patterns of errors or limitations, optimizing prompts or system configurations, informing the design of new AI-powered capabilities, and developing non-generative analytical or predictive models that produce insights within the product. These activities are focused on operating and improving how BigTime features work within the BigTime platform and do not involve using Customer Data or identifiable AI Interactions data to create generalized models intended for use outside of BigTime’s services.

BigTime may develop and train non-generative analytical or predictive models, such as models that generate insights, forecasts, benchmarks, recommendations, or other product analytics within the BigTime platform, using only aggregated and de-identified data pooled across customers. These models are not trained using Customer Data or identifiable AI Interactions data.

When used for product improvement purposes, AI Interactions data is processed in aggregated and de-identified form wherever feasible. Limited and proportionate access to identifiable AI Interactions data may occur only when necessary to investigate system errors, address user-reported issues, conduct security or reliability reviews, or provide customer-requested support. Such access is subject to internal access controls, confidentiality obligations, and audit safeguards.

Any access to Customer Data or identifiable AI Interactions data for support, debugging, or reliability purposes, as described in Section 5, is separate from model training and is never used to train BigTime’s models.

4. Aggregation, De-Identification, and Cross-Customer Insights

BigTime’s analytics and predictive features generate insights from aggregated, de-identified data observed across comparable customers, surfacing trends and benchmarks within the BigTime platform.

These features provide probabilistic guidance that reflects broad patterns and are designed so that outputs do not disclose, replicate, or expose any individual customer’s data.

BigTime does not make available to customers any outputs that disclose or expose identifiable data belonging to other customers.

5. Human Review and Customer Support Follow-Up

AI Interactions may be reviewed by authorized BigTime personnel on a limited, need-to-know basis for purposes such as customer support, quality assurance, security and reliability review, and debugging or investigating reported issues.

In limited cases, and consistent with the access controls described above, BigTime may proactively follow up with a user where a reviewed AI Interaction indicates that assistance, clarification, or corrective action may be helpful, including when a user submits feedback regarding AI outputs. Such review occurs only on the limited, need-to-know basis described in this Policy.

Access to AI Interactions data is restricted to personnel with appropriate roles and responsibilities and is governed by internal access controls and confidentiality obligations.

6. Data Retention

AI Interactions data and related logs may be retained for as long as reasonably necessary to:

• Provide and support BigTime AI features
• Improve product functionality and performance
• Meet legal and regulatory obligations
• Comply with contractual commitments under the Access Service Agreement

Retention periods may vary based on data type, usage, and operational requirements.

7. Security and Access Controls

BigTime applies appropriate technical and organizational safeguards to protect AI Interactions data, including access controls limiting data access to authorized personnel, use of secure infrastructure with encryption of data in transit and at rest, and contractual controls on third-party service providers.

BigTime may use third-party AI service providers, including AI infrastructure providers, as subprocessors to support BigTime AI features. A current list of BigTime’s subprocessors is available at https://www.bigtime.net/subprocessors/.

8. Customer Choice & Responsibilities

8.1 Optionality of Customer Adoption

Use of BigTime AI is optional. Customers and users who do not wish to have their data processed as described in this Policy may choose not to enable or use BigTime AI.

Because AI Interactions data is required to deliver, support, and improve BigTime AI functionality, there is no separate opt-out for data processing while BigTime AI features are enabled or actively used.

8.2 Customer Inputs and Sensitive Data

Customers and users are responsible for the information they submit to BigTime AI. BigTime AI is intended for general professional services use and is not designed to receive special categories of sensitive personal data. 

Users should not enter into BigTime AI any prompts with information they are not authorized to share, or highly sensitive data, including government-issued identification numbers, financial account or payment card numbers, health or medical information, biometric data, or similar sensitive personal data, unless a specific BigTime AI feature is expressly designed for that purpose and its use is permitted under customer agreements with BigTime and applicable law. 

BigTime processes AI Interactions data as described in this Policy and based on how the features operate and does not separately screen inputs for sensitive content.

9. Changes, Terms & Contact

BigTime may update this Policy from time to time. You can review the most current version of this Policy at any time at bigtime.net. Your continued use of the Site or Service constitutes your agreement to be bound by such changes to the Policy.

If you have questions regarding this Policy or about the security practices of BigTime, please contact us by email at [email protected].