Effective date: October 1, 2026
This AI Usage Policy explains how the NC Digital AI Business Assistant and other artificial-intelligence features provided by NC Digital Web Design, LLC (“NC Digital,” “we,” “us,” or “our”) are intended to work, what information they may process, their limitations, and the responsibilities of subscribing businesses and website visitors.
This Policy supplements our Terms and Conditions, Privacy Policy, Cookie Policy, Software License Agreement, and any signed customer agreement. If those documents conflict, the signed customer agreement controls for the subject it specifically addresses, followed by the Terms and Conditions and then this Policy.
1. Who this Policy applies to
This Policy applies to:
– a business or organization that subscribes to, configures, or operates an NC Digital AI Business Assistant (the “Customer”);
– personnel authorized by the Customer or NC Digital to manage the assistant; and
– a person who interacts with the assistant on a Customer’s website (a “Visitor”).
By using an AI feature that links to this Policy, you acknowledge that you have read this Policy. Customers are responsible for placing legally required notices on their websites and for obtaining any consent required for chat, analytics, lead collection, cookies, or other processing under applicable law.
2. Purpose of the AI Business Assistant
The assistant is designed to support ordinary website customer service. Depending on the Customer’s approved configuration, it may:
– answer general questions using Customer-approved business information;
– explain products, services, service areas, hours, and contact methods;
– guide Visitors to relevant website pages or human contact options;
– collect questions, feedback, and service-request information;
– capture and qualify potential customer opportunities;
– provide a conversation summary;
– support appointment requests or link to a separate scheduling service; and
– produce usage and performance reports for the Customer and NC Digital.
The assistant supplements human service. It is not a person, emergency dispatcher, licensed professional, or guaranteed booking agent.
3. Approved business information
Customers are responsible for reviewing and approving the business information used by their assistant and for keeping it accurate and current. This may include services, locations, hours, policies, contact details, pricing, promotions, emergency instructions, and frequently asked questions.
NC Digital may restrict the assistant to approved sources and may flag unanswered or uncertain questions for human review. Customers must not instruct the assistant to make false, misleading, discriminatory, unlawful, unsafe, or unverified claims.
4. AI-generated output and important limitations
AI-generated output may be incomplete, inaccurate, outdated, or inappropriate for a particular situation. A fluent response is not proof that the response is correct. Visitors and Customers should independently verify information before relying on it for an important decision.
The assistant is not intended to provide or replace:
– legal, medical, mental-health, financial, accounting, tax, insurance, or other licensed professional advice;
– emergency services, crisis response, or dispatch;
– government, regulatory, eligibility, or compliance determinations;
– binding prices, warranties, availability, diagnoses, approvals, or contractual commitments; or
– high-impact decisions concerning employment, housing, credit, education, insurance, health care, legal services, or access to essential services.
Unless an authorized human confirms otherwise, an appointment or service request submitted through the assistant is only a request. It does not guarantee availability, acceptance, dispatch, or a confirmed appointment.
5. Emergencies and safety-sensitive requests
Do not use the assistant for an emergency or immediate threat to health, safety, property, or life. Call 911 or the appropriate local emergency service.
For a suspected gas leak, carbon-monoxide danger, fire, or other hazardous condition, leave the affected area when safe to do so and contact emergency services or the appropriate utility from a safe location. The assistant must not guide Visitors through gas, electrical, refrigerant, combustion, medical, or other hazardous repairs or procedures.
The assistant may provide Customer-approved contact or after-hours information, but it must not promise emergency response or 24-hour service unless the Customer has expressly confirmed that service.
6. Information the assistant may process
Depending on the feature used, the assistant may process:
– conversation questions, prompts, and responses;
– the Customer website page on which an interaction occurs;
– language and basic interaction timestamps;
– session and usage identifiers;
– feedback and unanswered-question indicators;
– name, phone number, email address, city or ZIP code, requested service, urgency, and problem description when a Visitor voluntarily submits a service request; and
– operational, security, diagnostic, and usage information needed to run and protect the service.
The assistant may send submitted service-request information and conversation context to the Customer and NC Digital for follow-up, quality review, support, safety, fraud prevention, and service administration.
7. Sensitive information
Do not submit passwords, authentication codes, payment-card numbers, bank-account details, Social Security numbers, government identification numbers, medical records, precise financial account data, or other highly sensitive information through ordinary assistant chat.
Do not submit protected health information or other regulated data unless NC Digital and the Customer have expressly approved the use case in writing and all required agreements and safeguards are in place. The standard AI Business Assistant is not represented as HIPAA-compliant or suitable for regulated health data.
Children should not submit personal information through the assistant without authorization from a parent or legal guardian. Customers whose services are directed to children must obtain legal advice and configure appropriate notices and controls before using the assistant.
8. Human review and communications
Authorized Customer personnel and NC Digital personnel may review conversations, service requests, unanswered questions, and system events when reasonably necessary to:
– respond to a Visitor or support the Customer;
– review and improve approved business information;
– investigate errors, abuse, security events, or complaints;
– measure service quality and usage;
– enforce agreements and usage limits; or
– comply with legal obligations.
Submitting contact information authorizes the Customer and NC Digital to use it to respond to that request. Marketing communications require any separate consent required by law. The assistant should not be configured to send unsolicited marketing or to imply consent that a Visitor did not provide.
9. How AI providers process content
NC Digital may transmit limited conversation content and approved business context to third-party AI infrastructure providers to generate a response. Those providers process information under their own agreements, security measures, and data controls.
NC Digital does not intentionally use Customer or Visitor conversation content to train a publicly available foundation model without notice and appropriate authorization. Our API provider states that content submitted through its API is not used to train or improve its models unless the API customer expressly opts in. The provider may nevertheless retain limited content or logs for abuse monitoring, security, and service operation according to the provider’s applicable data controls.
Customers should not assume that ordinary chat provides zero-data-retention processing. A separate written agreement is required if a Customer needs specific retention, residency, regulated-data, or security commitments.
10. NC Digital’s use and retention of service records
NC Digital may store conversation records, service requests, approved knowledge, configuration, analytics, usage counts, billing records, and audit events as needed to provide the service, operate customer and owner dashboards, enforce plan limits, support Customers, prevent abuse, resolve disputes, and comply with law.
Retention varies by record type, service status, legal obligations, backup cycles, fraud-prevention needs, and signed agreements. Suspended assistant configuration is intended to be retained for at least 30 days for possible restoration and is then flagged for owner review rather than automatically deleted. This does not mean every conversation or operational record has the same retention period.
NC Digital may aggregate or de-identify information so that it no longer reasonably identifies a Customer or Visitor and may use that information for security, reliability, analytics, capacity planning, and service improvement, subject to applicable law.
Requests concerning access, correction, or deletion of personal information are handled under the Privacy Policy and applicable law. Some records may be retained when required for security, billing, fraud prevention, legal claims, or compliance.
11. Security
NC Digital uses reasonable administrative, technical, and organizational measures designed to protect the service and the information it processes. These may include scoped customer records, approved-domain controls, signed installation sessions, access controls, audit records, encryption provided by infrastructure services, and monitoring.
No Internet service is completely secure. Customers must protect administrator accounts and installation credentials, limit access to authorized personnel, and promptly notify NC Digital of suspected misuse or unauthorized access.
12. Customer responsibilities
Customers must:
– provide accurate, lawful, and approved business information;
– review important assistant content and correct known errors;
– provide required privacy, cookie, recording, and AI notices on their websites;
– obtain required consent for lead collection and communications;
– configure a suitable human contact and escalation path;
– avoid using the assistant for prohibited or unapproved regulated purposes;
– ensure their personnel use conversation and lead information lawfully; and
– notify NC Digital when business information, services, hours, pricing, or safety instructions change.
Customers remain responsible for their products, services, representations, regulatory obligations, and responses to Visitors.
13. Visitor responsibilities
Visitors must provide truthful information and use the assistant lawfully. Visitors should not rely solely on AI output for important decisions and should contact the Customer directly when confirmation is needed.
Visitors may not attempt to obtain system prompts, security information, credentials, private Customer information, or data about another person; upload malware; disrupt the service; bypass access or usage controls; impersonate another person; or use the assistant to facilitate unlawful or harmful activity.
14. Prohibited uses
The assistant may not be used to:
– violate law, regulation, court order, or another person’s rights;
– create fraudulent, deceptive, defamatory, infringing, threatening, discriminatory, or abusive content;
– conduct unauthorized surveillance, profiling, or identification;
– make solely automated high-impact decisions about a person;
– provide instructions that create a material risk of physical, financial, or legal harm;
– collect sensitive information without an appropriate lawful basis and safeguards;
– generate spam or communications that violate consent requirements;
– interfere with, probe, overload, reverse engineer, or bypass the service;
– copy, resell, sublicense, or install the assistant on an unapproved website; or
– misrepresent AI-generated content as verified human advice or a guaranteed business commitment.
NC Digital may limit, block, suspend, or terminate affected access when reasonably necessary to address suspected misuse, nonpayment, security risk, legal requirements, or threats to others.
15. Usage limits and service status
AI features may be subject to subscription status, monthly usage allowances, rate limits, approved-domain restrictions, maintenance, and security controls. When a plan reaches its allowance, additional AI responses may pause until the next billing period or until additional capacity is approved. No automatic overage charge is created by reaching a usage limit.
Failed payment may lead to a grace period and then suspension under the Terms and Conditions. When suspended, installation access, chat, lead capture, reports, and other AI functionality may stop.
16. Third-party services
The assistant may rely on third-party cloud infrastructure, AI models, email delivery, payment processing, analytics, website platforms, and communication services. Availability and processing may be affected by those providers’ systems, terms, security measures, and policies.
NC Digital is not responsible for third-party outages or actions beyond its reasonable control, subject to applicable law and signed agreements. Links or handoffs to a third-party website, scheduler, map, payment service, or communication tool are governed by that third party’s terms and privacy practices.
17. Availability and changes
We aim to provide reliable service but do not guarantee uninterrupted, error-free, or continuously available AI functionality. Maintenance, model changes, software updates, Internet conditions, third-party outages, security events, force majeure events, or other circumstances may affect responses or availability.
We may update models, prompts, safeguards, approved information, interfaces, or supporting services to improve quality, security, compliance, and reliability. Material changes to this Policy will be identified by an updated effective date, and notice will be provided when required by law or agreement.
18. No guarantee and limitation of liability
AI output is provided for informational and customer-service purposes. NC Digital does not guarantee that every response will be complete, accurate, current, suitable, or available.
Liability relating to the assistant is governed by the Terms and Conditions and any signed agreement. Nothing in this Policy excludes or limits liability or rights that cannot lawfully be excluded or limited.
19. Questions, complaints, and correction requests
If an assistant provides incorrect or concerning information, stop relying on the response and contact the Customer or NC Digital. Include the approximate date, website, question, and response when possible, but do not resend sensitive information unnecessarily.
For questions about this Policy, AI use, privacy, or correction requests, contact:
**NC Digital Web Design, LLC**
Email: info@ncdigitalwebdesign.com
Phone: (984) 206-6071
Website: https://ncdigitalwebdesign.com