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Acceptable Use Policy

Effective date: 26 April 2026  ·  Last updated: 26 April 2026

This Acceptable Use Policy ("AUP") sets out the rules for using PeoplePulse responsibly. It applies to all customers, users, and anyone who accesses the PeoplePulse platform. By using PeoplePulse, you agree to comply with this AUP. Violations may result in suspension or termination of your account.

1. Purpose of This Policy

PeoplePulse is an AI-powered HR assistant designed to help businesses give their employees accurate, policy-based answers to HR questions. This policy exists to ensure that PeoplePulse is used lawfully, ethically, and in a way that respects the rights and dignity of all users. NextGen Intelligence LLC reserves the right to suspend or terminate access to any account that violates this policy.

2. Permitted Uses

PeoplePulse may be used for the following purposes:

  • Providing employees with instant access to information contained in your company's HR policies, employee handbooks, and related documents.
  • Answering routine HR questions about leave, benefits, disciplinary procedures, BCEA entitlements, and similar employment matters.
  • Supporting HR professionals and managers by reducing the volume of routine policy queries they receive.
  • Improving employee self-service and access to HR information across multiple locations or shifts.

3. Prohibited Uses

You must not use PeoplePulse to:

3.1 Unlawful activities

  • Violate any applicable law, regulation, or legal obligation, including employment law, data protection law, or anti-discrimination legislation.
  • Facilitate, encourage, or assist in any form of unlawful discrimination based on race, gender, age, disability, religion, sexual orientation, or any other protected characteristic.
  • Process personal information in violation of POPIA, GDPR, CCPA, or any other applicable data protection law.

3.2 Harmful or abusive content

  • Upload documents that contain hate speech, harassment, threats, or content that demeans or targets individuals based on protected characteristics.
  • Use the platform to intimidate, harass, or surveil employees in a manner that violates their rights or dignity.
  • Generate or distribute content that is defamatory, obscene, or otherwise harmful.

3.3 Misrepresentation and deception

  • Upload documents that contain false, misleading, or fraudulent information about your company's HR policies or employee entitlements.
  • Use PeoplePulse responses as a substitute for legal advice or to misrepresent employees' legal rights.
  • Impersonate another person, company, or entity when using the platform.

3.4 Security and technical abuse

  • Attempt to probe, scan, or test the vulnerability of PeoplePulse systems or networks.
  • Attempt to bypass, disable, or circumvent any security or authentication mechanism.
  • Introduce malware, viruses, or any malicious code into the platform.
  • Use automated tools (bots, scrapers, or crawlers) to access the platform in a manner that exceeds normal usage or disrupts service for other users.
  • Reverse engineer, decompile, or attempt to extract the source code or underlying AI models of PeoplePulse.

3.5 Intellectual property violations

  • Upload documents to which you do not have the rights, or that infringe the intellectual property rights of any third party.
  • Use PeoplePulse to reproduce, distribute, or create derivative works from copyrighted material without authorisation.

3.6 Resale and commercial exploitation

  • Resell, sublicense, or otherwise commercially exploit the PeoplePulse service without our prior written consent.
  • Use PeoplePulse to build a competing product or service.

4. Employee Privacy

Customers are responsible for ensuring that their use of PeoplePulse complies with applicable employee privacy laws. In particular, you must:

  • Inform employees that they are interacting with an AI assistant and that their conversations may be logged for quality assurance purposes.
  • Not use PeoplePulse to collect, process, or store sensitive personal information about employees (such as medical records, financial details, or biometric data) beyond what is strictly necessary to answer HR policy questions.
  • Ensure that employees have been informed of your company's data processing practices in accordance with applicable law.

5. AI Limitations and Responsibility

PeoplePulse is an AI tool and, like all AI systems, may occasionally produce inaccurate or incomplete responses. Customers are responsible for:

  • Reviewing PeoplePulse responses before relying on them for disciplinary actions, legal proceedings, or compliance decisions.
  • Keeping uploaded HR documents accurate and up to date so that PeoplePulse responses reflect your current policies.
  • Not presenting PeoplePulse responses as legal advice or as a substitute for qualified HR or legal counsel.

6. Reporting Violations

If you become aware of any use of PeoplePulse that violates this policy, or if you believe your rights have been infringed through the platform, please report it to [email protected]. We take all reports seriously and will investigate promptly.

7. Enforcement

We reserve the right to investigate any suspected violation of this policy. If we determine that a violation has occurred, we may take any of the following actions, at our sole discretion:

  • Issue a warning to the account holder.
  • Temporarily suspend access to the Service.
  • Permanently terminate the account without refund.
  • Report the matter to relevant law enforcement or regulatory authorities.
  • Take legal action to recover damages or seek injunctive relief.

8. Changes to This Policy

We may update this Acceptable Use Policy from time to time. We will notify you of material changes by email or by posting a notice on our website. Your continued use of PeoplePulse after the effective date of any changes constitutes your acceptance of the updated policy.

9. Contact

For questions about this policy or to report a violation, please contact:

NextGen Intelligence LLC

General enquiries: [email protected]
Legal notices: [email protected]