This information notice is provided by Board International SA (“Board“), pursuant to Article 50 of Regulation (EU) 2024/1689 on Artificial Intelligence (“AI Act“), in order to ensure the necessary transparency towards natural person (the “User”) who interact with the Artificial Intelligence-based messaging system “Board Agents” (“Board Agents“) provided by Board and developed using OpenAI technology provided by Microsoft Azure.

Users are expressly informed that, when interacting with Board Agents, they are communicating with an artificial intelligence system and not with a human being.

Board Agents is an automated generative artificial intelligence-based system designed to respond to User requests of the Board platform (the “Platform“). 

Despite being based on generative Artificial Intelligence technology developed by OpenAI OpCo, LLC and OpenAI Ireland Ltd (hereinafter, jointly “OpenAI“), Board Agents has been implemented by Board with functional and operational limitations that limit its use exclusively to the analysis, querying and processing of business intelligence data present in the Platform, within the limits of the User’s authorized access.

Board Agents constitutes an artificial intelligence system implemented by Board for specific and limited business intelligence purposes.
While Board Agents integrates third-party general-purpose AI models within the meaning of AI Act, it is not provided by Board as a general-purpose AI model pursuant to Title VIII of the AI Act. For more information on the technology provided by OpenAI, please refer to the following documents:

• OpenAI Terms and Conditions, available at the following link: https://openai.com/en-GB/policies/terms-of-use/
• OpenAI’s Privacy Policy, available at the following link: https://openai.com/en-GB/policies/privacy-policy/

Board Agents is not designed nor intended to be used in any of the high-risk use cases listed in Annex III of Regulation (EU) 2024/1689.

Board Agents is available through the Platform.

Board Agents are owned by Board International SA, with registered office in via Maestri Comacini 4, Chiasso, Ticino 6830, Switzerland.

This information notice and terms of use (hereinafter, the “Terms“) apply to any use of Board Agents by the User and constitute a binding agreement between the User and Board.

Before using Board Agents, the User is required to carefully read these Terms accessible through the hyperlink provided when accessing the Platform and always available through the disclaimer at the bottom of the Board Agents input field. By using Board Agents, the User accepts these Terms. These Terms may be printed and/or saved on another durable medium accessible to the User.

1. Nature and use of Board Agents

1.1. Board Agents is designed solely to support activities that the User may perform through the Platform, such as, but not limited to, the analysis, querying and interpretation of the data already uploaded to the Platform. 

1.2. The User therefore acknowledges and agrees that Board Agents may not provide answers with respect to other areas/matters or perform tasks and functions other than those set out in these Terms. Board Agents uses generative Artificial Intelligence (AI) to answer User’s questions about issues and services offered by Board through the Platform.  The Outputs (as defined below) – automatically generated by an AI system and without the presence of a human operator – are intended to integrate these services and facilitate the analysis of the data entered on the Platform by the User. Therefore, if the User decides to interact with Board Agents, the latter acknowledges that:

• the interactions are carried out communicating with an automated AI system;
• the responses generated do not come from a human operator;
• processing takes place through algorithmic models (i.e. an Artificial Intelligence system) capable of analysing data and generating textual and/or graphic Outputs;
• the Outputs may contain inaccuracies, omissions or outdated information.

1.3. Access to Board Agents is only allowed to the User who has access to the Platform.

1.4. By using Board Agents, the User agrees to:

1. not publish, send or share in any form through Board Agents defamatory, offensive, threatening, illegal, racist, discriminatory, obscene content;
2. not to use Board Agents to conduct activities that are unlawful or that may infringe the rights of third parties (including, but not limited to, the intellectual and industrial property rights of third parties);
3. not copy, modify, decompile, or attempt to extract the source code of Board Agents or any component.

1.5. The User may at any time request human review of a specific Output or report a malfunction encountered while using Board Agents by opening a ticket through the Platform..

2. Allowed purposes of use

2.1. Board Agents may only be used by the User to:

1. query datasets on the platform;
2. generate descriptive and synthetic analyses of company data;
3. produce reports relating to the data uploaded to the Platform;
4. support the understanding of reports, dashboards and indicators;
5. in general, facilitate business intelligence and performance management activities.

2.2. Therefore, any request from the User that has a purpose other than and/or beyond the permitted purposes of use will not be taken care of by Board Agents and no Output will be provided in this regard.

2.3. The User is expressly forbidden to:

1. use Board Agents for purposes unrelated to the analysis of company data;
2. upload or process through Board Agents data that is not relevant to the Platform;
3. generate content that is not related to the functions of Board Agents itself and the Platform;
4. carry out processing through Board Agents that are contrary to current/applicable legislation or company’s policies.
5. falsely represent User’s identity for the purpose of using Board Agents;
6. bypass or evade the technological protection measures present on the Platform;
7. copy, modify, translate, adapt, rework, disassemble, decompile, decipher or exploit the data contained in the Platform and Board Agents, or authorize third parties to do so;
8. use Board Agents in a manner that could damage, disable, impair and overburden Board Agents itself and/or the Platform;
9. interfere with servers or networks connected to Board Agents;
10. engage in conduct in violation of these Terms.

2.4. By using Board Agents and, therefore, by adhering to these Terms, the User agrees to use Board Agents in a manner consistent with his/her intended purpose and in accordance with this Terms.

3. How Board Agents operate, limits and risks

3.1. Board Agents:

• receives textual input from the User;
• analyzes only the data available in the authorized environment on the Platform;
• generates responses through language models and data analysis algorithms provided by OpenAI.

3.2. Board Agents does not make binding independent assessments or make executive decisions; therefore, the Output is intended as decision-making support and cannot replace human judgment.

3.3. The User understands that:

• AI can generate incomplete, inaccurate or outdated Outputs;
• the Output depends on the quality, completeness and updating of the available data;
• the system may incorrectly interpret ambiguous requests;
• Board Agents can generate Outputs that contain errors.

4. Data processed and operational precautions

4.1. In view of the functioning, limitations and risks inherent in Board Agents better described in Section 3 above, it is the responsibility of the User:

• always check the accuracy of the results;
• not to make critical decisions solely on the basis of the Output of Board Agents;
• check the correctness of the queries entered.

4.2. In addition, the User must avoid entering/sharing with Board Agents personal data of third parties.

5. Transparency on the source of the Output

5.1. The answers provided by Board Agents are automatically generated using a generative artificial intelligence system. In particular, Board Agents does not limit itself to reproducing pre-existing content but processes the information available in the authorized environment of the Platform in order to generate a response consistent with the request made by the User. Thus, the Output represents an automated reprocessing of accessible data, carried out through algorithmic models.

5.2. In order to ensure maximum transparency and allow the User to understand the information on which each answer is based, Board Agents provides the “AI Answer > Data Source” section, through which it is possible to view the datasets used and analyzed by Board Agents as a basis for processing.

5.3. The “AI Answer > Data Source” section allows the User to verify the traceability of the processing and to carry out a human check on the relevance and accuracy of the sources considered by the system. Such mechanism represent a measure of transparency and support for human supervision of the Output produced by Board Agents.

5.4. It is understood that:

• the indication of data sources does not eliminate the risk of inaccuracies resulting from automated processing;
• in any case, the User is advised to check the consistency between the generated Output and the sources indicated;
• the responsibility for the interpretation and use of the results remains with the User and/or the organization holding the account.

5.5. The User acknowledges that the possibility of accessing the “AI Answer > Data Source” section constitutes a tool for controlling and validating the processing carried out by the AI system and undertakes to use it in the context of its decision-making activities. This transparency mechanism is intended to support informed human oversight of AI-generated Outputs.

6. Board Rights

6.1. Board retains all rights in Board Agents, related software, Board Agents training datasets, including intellectual property rights, as further specified in the paragraph below. Other than the access and use rights expressly granted in these Terms, the User has no other rights or powers in Board Agents, its software, components or features. Notwithstanding the foregoing, the Customer shall remain the sole and exclusive owner of all data, information, and materials provided to Board in connection with the use of Board Agents (“Customer Data”), as well as any data, content, reports, analyses, or other Outputs generated by Board Agents based on or derived from such Customer Data (“Outputs”). Board acquires no ownership rights in the Customer Data or Outputs. To the extent any rights in the Outputs would otherwise vest in Board by operation of law, such rights are hereby assigned to the Customer. Board may process Customer Data and Outputs solely for the purpose of providing Board Agents and related services in accordance with these Terms and applicable law.

6.2. Board reserves the right to update, modify, or discontinue the functionality of Board Agents at any time, with or without notice.

6.3. Board reserves the right to:

1. monitor the use of Board Agents, including through appropriate human oversight measures, for the purpose of verifying their use in accordance with these Terms and applicable laws and to report any violations of laws or regulations;
2. remove unsafe or other content that violates these Terms and/or applicable laws;
3. suspend or remove access to Users (other than Administrators and Power Users) who violate these Terms and/or applicable regulations. In the event that the User violates these Terms and/or other applicable regulations, Board has the right to temporarily and/or permanently suspend or disable User’s access to Board Agents or other Board services, such as the Platform.

7. Intellectual Property Rights

7.1. The “Board” trademark, as well as all figurative and non-figurative trademarks, images and logos on Board Agents, are the exclusive property of Board and/or the respective holders of intellectual property rights and/or copyrights (e.g. OpenAI).

7.2. The User acknowledges that certain functionalities of Board Agents may be powered by third-party artificial intelligence models, including but not limited to models provided by OpenAI (e.g., ChatGPT). All intellectual property rights, including any rights in and to such third-party models, algorithms, and related technologies, are and shall remain the exclusive property of the respective third-party providers. Nothing in these Terms shall be construed as granting the User any rights, title, or interest in or to such third-party models or technologies, except for the limited right to access and use them as integrated within Board Agents in accordance with these Terms.

7.3. The total or partial reproduction, modification, tampering or use of these trademarks, images and logos, for any reason and on any medium, is strictly prohibited, without the express written authorization of Board and/or the respective holders of intellectual property rights and/or copyrights.

7.4. The User agrees that his/her requests must not violate these Terms and the rules applicable to the use of Board Agents, including the protection of intellectual property rights. By way of example, the User undertakes not to unlawfully use materials subject to third-party intellectual property rights, of a confidential nature, or that may violate personal data protection regulations.

7.5. Board is not responsible for User’s use of third-party elements, such as – but not limited to – content, documents, data, trade secrets or confidential information and personal data; The User uses these elements at his/her own risk and responsibility. By accepting these Terms, the User indemnifies and hold Board harmless from any dispute, action or claim by any third party.

8. Limitations of Liability

8.1. Board Agents generates Outputs based on the requests provided by the User. The specific Outputs that Board Agents returns based on User’s requests cannot be predicted in advance, and Board cannot guarantee the full accuracy and/or completeness of the same.

8.2. The User agrees and acknowledges that Board Agents may provide inaccurate and/or incomplete information. The User is therefore responsible for verifying any information provided by Board Agents before taking any action or making any decision based on the information received. Board is not responsible for the content of Board Agents’ Outputs and therefore disclaims any liability to the User for any errors, inaccuracies or omissions, as well as for damages (direct, indirect or consequential) resulting from the use of such Outputs. In fact, Board no control over the content of the datasets used by the AI system provided by OpenAI on which Board Agents is based, therefore, it assumes no responsibility for the answers provided based on information and/or content of such datasets.

8.3. Board is also not responsible for the failure or inability of the User to use the Board Agents, the delay in updating the information/answers provided by the Board Agents, or for damages resulting from any interruption, suspension, delay or failure to connect to the Board Agents. The use of the Platform and the services provided through it, in fact, will not be affected by any interruption/anomaly of Board Agents.

8.4. Board has the right to temporarily suspend or terminate all or part of Board Agents for technical reasons, without any obligation to inform Users individually.

8.5. The User acknowledges that Board shall not be liable and hereby waive any claim against Board for any suspension or interruption of Board Agents due to any failure of: (i) any failure of the Internet; (ii) the Artificial Intelligence system provided by OpenAI ; (iii) its hardware device with which it accesses the Platform and Board Agents; or (iv) it is due to force majeure.

8.6. With respect to the use of Board Agents, the User acknowledges that Board is not responsible for the management of the User’s hardware with which the User accesses the Platform and Board Agents, and does not guarantee the connectivity and quality of the connection which may depend on factors beyond Board’s control such as: (i) slow, unstable or unsatisfactory connectivity,  (ii) interruption and/or congestion of the local network or internet, the inadequacy, incompatibility and/or defect of maintenance or defect of the User’s hardware, (iii) software conflicts, etc.

9. Privacy and data security

9.1. Board protects the privacy and security of its Users’ personal data. For any information relating to the processing of personal data, the User is invited to read the privacy notice at the following link https://www.board.com/platform-privacy-policy .

9.2. In any case, Board recommends that User does not share, in the interaction with Board Agents, personal data that is not strictly necessary and/or required in order to manage User’s support request.

10. Changes to the Terms

10.1. Board is constantly working to optimize its services and to develop new features that improve the products for the User and our customers. As a result, these Terms may be updated from time to time to accurately reflect Board’s services and policies, promote a safe experience, and/or comply with applicable law. Before accessing Board Agents, the User may always review the most current and current version of the Terms, effective from the date of publication specified below.

11. Final provisions

11.1. These Terms consist of all the clauses contained herein. If one or more provisions of these Terms are declared void, illegal or unenforceable by law or as a result of a court decision, the other provisions will continue in full force and effect.

11.2. By accessing and using Board Agents, the User acknowledges and agrees to these Terms.

12. Contact details

12.1. For any matter relating to Board Agents, the User can contact Board opening a ticket through the Platform.

13. Effective Date

Last updated: March 2026