AI addendum.

Version 1, in force from 6 November 2026.

KivoHR AI addendum

This addendum is between Sitenet Tech Ltd ("we", "us"), which provides KivoHR, and the organisation using KivoHR ("you"). It adds to our terms of service and the data processing terms in them. It applies only to the AI features an account owner of yours switches on, and only from the moment they accept it. If this addendum and our other terms disagree about an AI feature, this addendum applies.

1. The AI features

KivoHR's AI features are the ones listed on Settings → AI assistance, such as Ask Kivo (questions about your own records), reading training certificates, drafting case letters, the monthly HR summary and help with matching the columns of a file you import. Each one is off until an account owner of yours switches it on and accepts this addendum for it. An account owner can switch any feature off at any time, and it stops from the next request. Switching AI off changes nothing else in KivoHR.

2. Suggestions, never decisions

The AI only suggests. A person at your organisation checks every suggestion before anything is saved, and nothing is sent to anyone (for example a letter) until a person presses Send. You remain responsible for the decisions you make and the documents you send. KivoHR does not use AI to make any decision about a person that has legal or similarly significant effects on them. AI suggestions are not legal advice, and KivoHR's AI does not answer immigration questions or give immigration advice.

3. What is sent to an AI provider

We send only what each feature needs, and Settings → AI assistance lists exactly what that is, feature by feature, at the time an account owner accepts. We never send whole records. We do not send people's email addresses, phone numbers, bank details, National Insurance or passport numbers, health or sickness details, equality answers (such as ethnicity, disability or religion) or criminal record information. Our code keeps people's names out of what is sent wherever a feature can work without them. Where a feature cannot (reading a certificate sends the image of the page you upload, which may show the holder's name), Settings → AI assistance says so, and that feature uses only providers in the UK or the EU that keep nothing.

You can mark a person "Leave out of AI" on their record. From then on nothing about them is sent to any AI provider, and the features that would need it say so instead.

4. AI providers

The AI providers we may use are listed on our AI sub-processors page, with what each does, where it processes and stores data, how long it keeps it and the safeguard for any transfer outside the UK. You authorise us to use the providers on that list for the AI features you switch on, and no others. We put each one under a written contract with the same data protection obligations as our data processing terms, and none of them may use your data to train its models. We remain responsible to you for them as if their obligations were our own.

When an account owner switches AI on, they choose where it may be processed: in the UK and the EU only (the default), or in any location on our list. We send your data only to a provider in a location they chose. A transfer outside the UK is made only as our data processing terms allow.

We will email your account owners at least 30 days before we add an AI provider or change where one processes data. Until that date, an account owner can object on Settings → AI assistance. If they do, we will not send your data to that provider. A feature that has no other provider is then switched off for you, and nothing else changes.

5. What is kept, and for how long

An AI provider keeps what we send only for as long as our AI sub-processors page says (for some, not at all; for others, up to 30 days to check for abuse, and then it is deleted).

We keep a record of each AI request: who made it, for which feature, when, which provider handled it and the credits it used, but not what was sent. This record is kept for 13 months and then deleted. We keep an AI result only as part of what your users choose to keep, such as a saved Ask Kivo answer or a letter draft. A result waiting for someone to collect it is deleted after about an hour.

6. Kivo Credits

AI features use Kivo Credits. Your plan includes a monthly allowance, which ends at the end of each month. You can buy more credits in packs, which expire 12 months after you buy them, or add more to each month. Credits we give you, such as a refund or a gift, expire on the date shown with them. Credits are spent soonest-expiring first, after the month's allowance.

Before an action that can use more than a few credits, KivoHR shows an estimate and the most it can use. An action never uses more than that most. You are not charged for a request that fails, that is refused, whose reply fails our checks, or that is answered again from a saved result. If an AI result was not right, a user can ask for its credits back with "That wasn't right", up to the number each month shown on your credits page.

Credits are not money. They have no cash value, cannot be exchanged for cash or refunded as cash, and cannot be moved to another organisation. Unused credits are not refunded when they expire or when your subscription ends. We will give at least 30 days' notice before a change that makes credits buy less, and credits you already hold keep their value when it starts. Your account owners can set how many credits each person may use.

7. Changes to this addendum

We may publish a new version of this addendum. When we do, AI features stop for your organisation until an account owner reads and accepts the new version; nothing is sent in the meantime. The same happens if we change what a feature sends or where it is processed. Every version is published on this page.

8. Ending

This addendum ends for a feature when your account owner switches that feature off, and for every feature when your subscription ends. What we have said about what is kept continues to apply to anything kept.

Version 1, published 11 November 2026, in force from 6 November 2026. Fingerprint 897e530ff644581a.