Terms of Service
Effective Date: 18 March 2026
Last Updated: 18 March 2026
1. Acceptance of Terms
By accessing or using GoldenGuide ("the Service"), you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree to these terms, please do not use the Service.
The Service is provided by GOLDENPAYS LTD, a company registered in England and Wales (Company No: 16227513).
2. Description of Service
GoldenGuide is an AI-powered onboarding and training assistant designed to help employees access company documentation and policies through natural language queries.
Key Features:
- Document-grounded question answering (RAG technology)
- Source citation for all responses
- Multi-tenant security architecture
- UK GDPR and EU AI Act compliant
3. User Eligibility
The Service is available exclusively to:
- Employees of organizations that have subscribed to GoldenGuide
- Authorized users invited by your company's HR administrator
- Users 18 years or older
You must use your work email address to access the Service. Personal use outside the scope of your employment is prohibited.
4. AI-Specific Terms (EU AI Act Compliance)
Important: You Are Interacting with an AI System
4.1 Nature of AI Responses
GoldenGuide uses Large Language Models (LLMs) to generate responses based on your company's documentation. While we implement rigorous controls (RAG, source citations, grounding), AI-generated content may occasionally contain inaccuracies.
4.2 User Responsibilities
- Always verify critical information with your supervisor or official documentation
- Do not rely solely on AI for safety-critical, legal, or medical decisions
- Use the feedback button (👎) to report incorrect or misleading responses
- Understand that the AI is a support tool, not a replacement for human judgment
4.3 Transparency Commitment
All AI-generated responses include:
- Source citations (document name and page number)
- Confidence scores when available
- Clear indication when information is not found
5. Acceptable Use Policy
✅ Permitted Uses:
- • Asking work-related questions
- • Accessing company policies and procedures
- • Onboarding and training purposes
- • Providing feedback to improve accuracy
❌ Prohibited Uses:
- • Attempting to "jailbreak" or manipulate the AI
- • Sharing login credentials with others
- • Uploading malicious files or code
- • Accessing data outside your authorization level
- • Reverse-engineering the Service
- • Scraping or automated data extraction
6. Account Security
You are responsible for:
- Maintaining the confidentiality of your login credentials
- All activities that occur under your account
- Immediately notifying us of any unauthorized access
Security Notice: Never share your password. GOLDENPAYS will never ask for your password via email or phone.
7. Intellectual Property
7.1 Service Ownership
All rights, title, and interest in the Service (including software, algorithms, UI/UX design) are owned by GOLDENPAYS LTD. You are granted a limited, non-exclusive, non-transferable license to use the Service for its intended purpose.
7.2 Your Company's Data
Your employer retains all rights to company documents uploaded to the Service. We do not claim ownership of any content provided by your organization.
8. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
- The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, express or implied
- GOLDENPAYS shall not be liable for any indirect, incidental, special, or consequential damages arising from use of the Service
- Our total liability shall not exceed the fees paid by your employer for the Service in the 12 months preceding the claim
- We are not responsible for decisions made based on AI-generated responses without proper verification
Some jurisdictions do not allow limitations on implied warranties or liability. In such cases, the above limitations may not apply to you.
9. Data Protection & Privacy
Our processing of your personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference.
Key points:
- We are registered with the UK ICO (Registration: ZC107226)
- All data is hosted in the UK (Google Cloud Platform - London)
- We comply with UK GDPR and EU AI Act requirements
- You have the right to access, correct, or delete your data
10. Service Availability
We strive for 99.9% uptime but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:
- Scheduled maintenance (notified in advance)
- Emergency security updates
- Third-party service outages (e.g., cloud infrastructure)
- Force majeure events
11. Termination
11.1 By Your Employer
Your company may terminate its subscription at any time. Upon termination, your access will be revoked immediately.
11.2 By Us
We may suspend or terminate your access if you violate these Terms, particularly the Acceptable Use Policy.
11.3 Effect of Termination
Upon termination, your personal data will be deleted within 6 months, except for audit logs retained for legal compliance (10 years).
12. Changes to Terms
We may modify these Terms from time to time. Significant changes will be communicated via:
- Email notification to your work address
- In-app notification on your next login
- Updated "Effective Date" at the top of this page
Continued use of the Service after changes constitutes acceptance of the new Terms.
13. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.
14. Contact Information
For questions about these Terms or the Service:
GOLDENPAYS LTD
Address: Office 12, Wilson Business Park, Manchester, M40 8WN, UK
Email: enquiries@goldenpays.uk
Phone: +44 7856 417248
DPO: dpo@goldenpays.uk
By using GoldenGuide, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.