AI Librarian Terms of Use

Effective date: 14 July 2026

These Terms of Use apply to the AI Librarian provided by 8IGHT WORKS PTE. LTD. (the “AI Librarian”). By using the AI Librarian, you agree to these terms and to applicable company policies.

1. Internal employee use only

The AI Librarian is provided only to authorized employees and other users expressly approved by 8IGHT WORKS PTE. LTD. Access must not be shared with external parties. The pilot is limited to direct, one-to-one Microsoft Teams conversations with the AI Librarian.

2. Purpose and approval

The AI Librarian helps review, classify, name, and propose filing locations for documents. It may prepare a filing proposal, but a document is filed into the approved SharePoint library only after the submitting user explicitly approves the proposal. Users remain responsible for checking the proposed filename, classification, metadata, destination, duplicate warnings, and other information before approval.

3. AI limitations

The AI Librarian uses artificial intelligence and may produce inaccurate, incomplete, outdated, or misleading results. It does not guarantee that it will identify every error, duplicate, version, confidentiality issue, or filing requirement. Its output is not legal, financial, engineering, records-management, or other professional advice. Users must apply appropriate professional judgment and follow company review and approval processes.

4. Documents and processing

Original documents submitted through Microsoft Teams remain in the company’s Microsoft 365 environment. The AI Librarian may temporarily download and process a submitted file to extract text, calculate hashes or fingerprints, classify it, and prepare a filing proposal. After valid approval, an approved copy may be created in the designated company SharePoint library. The AI Librarian does not delete or modify the original Teams or OneDrive attachment.

5. Logging and audit

Conversations, submission metadata, classifications, corrections, approvals, errors, security events, and filing actions may be logged for security, troubleshooting, compliance, and audit purposes. The pilot is designed not to retain full extracted document text after processing. It may retain identifiers, hashes, fingerprints, bounded evidence excerpts, reviewer corrections, and audit records in accordance with company retention and security requirements.

6. Confidentiality and acceptable use

Users must comply with all company confidentiality, information-security, privacy, records-management, and acceptable-use policies. Do not submit material that you are not authorized to access or process. During the pilot, submit only copied, non-sensitive test documents approved for pilot use. Do not submit personal data, highly confidential material, signed legal documents, CAD files, executable content, or dependency-linked engineering source files unless the pilot owner has expressly approved that document type.

Users must not attempt to bypass access controls, approval requirements, file limits, security checks, or SharePoint restrictions; provide instructions designed to manipulate the AI model or its tools; impersonate another user; or use the AI Librarian for unlawful, harmful, or unauthorized purposes.

7. Availability and completeness

The AI Librarian is a pilot service and may be changed, suspended, or withdrawn. No guarantee is made that it will be continuously available, error-free, secure against every threat, or suitable for every document. No guarantee is made that any classification, proposal, duplicate match, version relationship, or filing action is complete or correct.

8. Security and incident reporting

Report suspected unauthorized access, incorrect filing, disclosure, malware, or other security incidents promptly through the company’s approved internal support or security channel. Do not include passwords, access tokens, private keys, approval tokens, or other credentials in a Teams conversation with the AI Librarian.

9. Changes to these terms

8IGHT WORKS PTE. LTD. may update these terms as the pilot or company requirements change. Continued use after an updated effective date constitutes acceptance of the revised terms.

10. Company policies prevail

These terms supplement company policies and do not replace them. If these terms conflict with an applicable company policy, employment obligation, or legal requirement, the stricter applicable requirement prevails.