Positive Chatbots – Terms of Use

When you interact with one or more Positive Chatbots (“Chatbots”), responses (“Outputs”) are generated based on the text you submit (“Prompts”).

Positive Purchasing stores and monitors Prompts, Outputs, and related metadata to safeguard both users and the company, ensure compliance, and improve chatbot performance. Metadata containing personal information (e.g., IP address) is retained in accordance with our Privacy Notice, available at positivepurchasing.com.

If you include personal data in a Prompt, it may appear in an Output, but no identifier will link that data to you personally. The general Privacy Notice applies, and if there is a conflict, these Terms prevail.

You retain intellectual property rights in your Prompts. Positive Purchasing retains the rights and ownership of the Outputs generated by its systems. You grant Positive Purchasing a limited licence to process your Prompts and provide Outputs in accordance with the Privacy Notice.

You are responsible for ensuring that any personal or third-party data included in Prompts is lawful and properly authorised.

Outputs may be inaccurate or incomplete (“hallucinations”). Positive Purchasing accepts no responsibility for inaccuracies. Chatbots cannot dynamically retrieve live data and therefore may produce outdated information. All Outputs must be verified independently before use.

Positive Chatbots are intended solely for authorised client and customer use within the relevant licensed products. Use for any illegal, harmful, regulated, or sexually explicit purpose is prohibited.

It is a violation of these Terms to use Positive Chatbots for any activity that is:

• Illegal or harmful, including generating hateful, harassing, or threatening content.
• Infringing privacy or intellectual property rights.
• Fraudulent, deceptive, or intended to create spam or malware.
• Sexually explicit or obscene.
• High risk, such as developing weapons, explosives, or promoting gambling or multi-level marketing.
• Regulated, such as providing legal, financial, or medical advice, or engaging in political campaigning or governmental decision-making.
• Interfering with Positive Chatbots or other Positive Purchasing services, including automated querying or AI model development.

Built-in safety mechanisms restrict certain prompts and prevent generation of prohibited outputs.

Users are responsible for their commercial use of Chatbots and agree to indemnify Positive Purchasing, its affiliates, and employees against claims arising from such use.

Continued use after any updates constitutes acceptance of the revised Terms. Positive Purchasing may suspend or terminate access if these Terms are breached.

This policy operates alongside the Positive Purchasing Terms and Conditions of Service. If any conflict arises, this policy takes precedence.

Overview

Positive Purchasing Co-Pilot chatbots and AI agents use a method known as Retrieval-Augmented Generation (RAG) to provide responses. This means the AI retrieves and refers to approved Positive Purchasing content that is securely stored in Microsoft Azure Blob Storage before generating an answer.

To ensure that responses can also reflect current, publicly available information, the Co-Pilot AI agents may use Grounding with Bing Search (a Microsoft service). This allows the chatbot to retrieve recent data from the public web when needed, improving the accuracy and relevance of its outputs.

In simple terms, this process combines trusted internal content with verified, up-to-date external sources. Technical details about how Bing Search Grounding works, including what data is shared with Microsoft and how it is processed, are explained in the sections below.

Processing of data by Microsoft

When Bing Search Grounding is used, only the Bing search query and associated parameters are transmitted to Microsoft’s Bing service. No user identifiers, chat history, or conversation data are shared. Microsoft processes this information outside the Azure AI compliance boundary.

Microsoft states that:

• Data sent to Grounding with Bing Search may be used to improve Microsoft products and services.
• Grounding with Bing Search is a Microsoft-as-controller service governed by the Microsoft Privacy Statement, not the Microsoft Products and Services Data Protection Addendum.
• Users are responsible for obtaining consent from data subjects before submitting personal data that could be included in a Bing Search query.
• Use of this service is governed by Microsoft’s Terms of Use.

References:

• Microsoft Grounding information
• Microsoft Terms of Use
• Microsoft Privacy Statement

Independent Data Controllers

Positive Purchasing and Microsoft act as independent data controllers for data processed within their respective environments.

Transparency and Source Display

When Bing Search Grounding is used, responses may contain citations or links to the public sources consulted. Citations will be distinguished between data sources from Azure Blob Storage and Bing Search Grounding. Citations will differentiate between Azure Blob Storage sources and Bing Search Grounding sources.

User Consent Acknowledgement

By using a Positive Purchasing Co-Pilot AI chatbot, you acknowledge and agree that:

• Microsoft processes Bing search queries as an independent data controller.
• Grounding with Bing Search is excluded from Microsoft’s standard Product Terms for privacy and security.
• You are responsible for ensuring any personal data included in prompts has a lawful basis or consent.
• Your use of the chatbot is subject to Microsoft’s Terms of Use for Grounding with Bing Search.

Purpose of Bing Search Grounding

The use of Bing Search Grounding enhances the AI agent’s ability to include verifiable and current information alongside Positive Purchasing’s internal data. This reduces the risk of outdated or incomplete responses and increases transparency by including public source citations.

All other provisions in this policy concerning data storage, security, and accuracy remain fully in force.

Last updated: November, 2025 v5