Artificial Intelligence Terms and Conditions

Background

Nolon uses, in certain activities, Artificial Intelligence (AI) systems and automation solutions as tools to support its processes and decision-making.

This document establishes the terms and conditions applicable to the use of AI systems, defining principles, expectations, and limits, in alignment with:

  • the Organization's internal values and standards;
  • ISO/IEC 42001:2023 – Artificial Intelligence Management System;
  • the European Union Artificial Intelligence Act (EU AI Act);
  • applicable legislation on data protection, information security, and fundamental rights.

Scope of application

These Terms and Conditions apply to:

  • Employees;
  • Managers;
  • Service providers;
  • Partners and third parties,

who directly develop, use, configure, or supervise Artificial Intelligence systems within the scope of Nolon's activities.

Guiding principles

The use of Artificial Intelligence at Nolon shall, at all times, comply with the following principles:

  • Human responsibility: AI supports, but does not replace, human judgment and individual accountability.
  • Legality and compliance: AI systems must be used in compliance with applicable laws and internal rules.
  • Transparency and understandability: whenever applicable, the operation and outcomes of AI systems should be understandable to relevant users.
  • Fairness and non-discrimination: the use of AI must not create or reinforce unfair, biased, or discriminatory treatment.
  • Security and reliability: AI systems must be used prudently, in accordance with defined guidelines and limitations.
  • Proportionality: the use of AI must be appropriate to the context and to the potential impact of the decisions involved.

Appropriate use of AI systems

When using Artificial Intelligence systems, all users are expected to:

  • use AI solely for the purposes for which it has been approved;
  • comply with the guidelines, limitations, and assumptions defined for each system;
  • adopt a critical and informed approach to AI-generated outputs;
  • ensure adequate human oversight, particularly in situations with significant impact on individuals;
  • use data in a responsible, appropriate, and proportionate manner.

The use of AI systems must always fall within the scope of the functions performed and the authorizations granted.

Limitations of AI systems

Artificial Intelligence systems:

  • may produce incomplete, inaccurate, or contextually inappropriate results;
  • depend on the quality of the data used;
  • do not guarantee error-free outcomes.

AI-generated outputs must not be used automatically or without critical assessment, particularly when they may have significant legal, financial, reputational, or human consequences.

Data protection and confidentiality

Whenever the use of Artificial Intelligence involves personal data, full compliance is required with:

  • the General Data Protection Regulation (GDPR);
  • internal policies on privacy and information security.

It is not permitted to input personal data or confidential information into AI systems without a lawful basis, appropriate authorization, or legitimate necessity.

Prohibited uses

The use of AI systems is not acceptable for:

  • unlawful purposes or purposes contrary to the Organization's values;
  • bypassing internal controls or security mechanisms;
  • generating or reinforcing discrimination, bias, or unfair treatment;
  • making exclusively automated decisions where such use is not permitted;
  • deliberately exploiting limitations or vulnerabilities of the systems.

Reporting incidents and concerns

Any relevant error, failure, unexpected behavior, identified bias, or potential negative impact associated with the use of Artificial Intelligence must be reported immediately through the defined internal channels.

Nolon ensures the confidentiality of such reports and protection against any form of retaliation.

Consequences of non-compliance

Failure to comply with these Terms and Conditions may result in the limitation or suspension of access to AI systems and, depending on the severity, the application of the applicable disciplinary or contractual measures.

Review and update

This document is reviewed periodically or whenever relevant changes occur in the legal, regulatory, or technological framework applicable to Artificial Intelligence.