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Artificial Intelligence (AI) & Client Policies and Employee Training
Last updated: July 25, 2026
Quick note before you read the legal version below: We know Terms and Conditions pages usually read like they were written to be ignored. This one matters, so we’ve put a plain English summary right here at the top. The full legal language follows — and if there’s ever a conflict between this summary and the legal text, the legal text wins. But we want you to actually understand what you’re agreeing to.
Artificial Intelligence tools — think Microsoft Copilot, ChatGPT, Claude, and the growing list of AI features being added to just about every software product — are moving fast. Really fast. Our clients are asking us to turn them on, connect them, and help configure them almost every week.
We’re glad to help. But AI tools also come with real risks: they can leak data, make things up, cost more than expected, or run afoul of regulations you’re subject to. This document explains who’s responsible for what when we help you enable or configure an AI tool.
You choose the AI tools. We help you turn them on.
When you ask us to enable, connect, or configure an AI tool, we’ll do the technical work — but the decision to use that tool is yours. We’re not endorsing it, certifying it as safe, or promising it fits your compliance obligations. That evaluation is on you (or on us, but only if you separately hire us to do it).
The complete AI Terms and Conditions follow below. This summary provided above is for convenience and readability only; the legal terms that follow are what actually govern the relationship. If you’re not comfortable with anything in the legal language, please contact us before continuing to use AI tools.
These Terms and Conditions apply to Client when incorporated into a signed Master Service Agreement (MSA), Addendum, Scope of Work, quote, renewal, order, or other written agreement, or otherwise accepted by Client. For existing clients, these Terms and Conditions become binding when incorporated through a signed or otherwise legally effective amendment, addendum, quote, Scope of Work, renewal, or other agreement, or as otherwise permitted by the governing MSA. Email notice and website posting may provide notice of these Terms and Conditions, but do not, by themselves, amend any agreement that requires a signed amendment or signed Addendum. Imagine IT may publish updated versions of these Terms and Conditions from time to time with reasonable notice and version control. Any updated version will apply to Client only to the extent permitted by the governing MSA, Addendum, or other agreement, or when accepted; otherwise, the version incorporated into Client’s applicable agreement will continue to govern unless and until validly updated.
a) AI Tools: If Client requests or authorizes, in writing via ticket, email or signed Scope of Work, Imagine IT to enable, configure, integrate, support, or permit access to any artificial intelligence, machine learning, generative AI, automated decision-making, or similar tool, feature, application, integration, or model (“AI Tools”), Client acknowledges that such AI Tools are selected and used at Client’s sole direction and discretion and may involve security, privacy, confidentiality, accuracy, intellectual property, operational, financial, and regulatory risks. Imagine IT’s involvement with any AI Tools shall be limited to the technical services involving enablement and configuration such as initial setup tasks, and no such involvement shall be construed as an endorsement, recommendation, certification, legal review, compliance determination, or validation of any AI Tool or its outputs. Client is solely responsible for reviewing and approving all AI Tools and outputs before use, for determining whether use of any AI Tool is appropriate for Client’s business, data, and regulatory environment, and for ensuring that Client’s use of any AI Tool and any output complies with applicable law, contractual obligations, and internal policies. IMAGINE IT SHALL HAVE NO LIABILITY FOR ANY CLAIMS, LOSSES, OR DAMAGES ARISING OUT OF OR RELATING TO ANY AI TOOLS OR THEIR OUTPUTS, INCLUDING ANY INACCURATE, INCOMPLETE, BIASED, OR NONCOMPLIANT OUTPUT, ANY LOSS, CORRUPTION, OR EXFILTRATION OF DATA BY OR THROUGH ANY AI TOOLS, OR ANY SECURITY INCIDENT OR REGULATORY ISSUE RELATED THERETO. UNLESS EXPRESSLY SET FORTH IN AN ADDENDUM, IMAGINE IT DISCLAIMS ANY DUTY TO EVALUATE, TEST, AUDIT, VALIDATE, MONITOR, OR VERIFY THE SECURITY, FUNCTIONALITY, COMPLIANCE, OR FITNESS OF ANY AI TOOLS OR THEIR OUTPUTS.
b) AI Tokens and Usage-Based Costs: Client acknowledges that certain AI Tools and related services may be billed based on consumption, including without limitation tokens, prompts, input data, output data, API calls, compute resources, premium model usage, agentic or autonomous workflows, attached documents, conversation history, storage, indexing, retrieval, user counts, overages, credits, or other usage-based metrics imposed by third-party vendors or platforms (“Usage-Based Costs”). Client acknowledges that Usage-Based Costs may be variable, unpredictable, subject to change by third-party providers, and outside Imagine IT’s control. Client shall be solely responsible for all Usage-Based Costs and other charges arising from or relating to Client’s use of AI Tools, whether the AI Tool is procured directly by Client, made available through Client’s subscriptions, deployed or configured by Imagine IT at Client’s request, or billed to Imagine IT and passed through to Client. Unless expressly stated in an applicable Addendum, Imagine IT does not guarantee, cap, monitor, manage, optimize, or control Client’s AI usage, token consumption, spending, overages, credits, usage limits, or related costs, and any estimates, budgets, alerts, dashboards, thresholds, recommendations, or projections provided by Imagine IT are for informational purposes only and are not guarantees or commitments. Client is solely responsible for establishing internal usage limits, reviewing applicable vendor dashboards and billing portals, monitoring consumption, promptly notifying Imagine IT of suspected unauthorized or excessive usage, and complying with all vendor acceptable use policies and applicable laws. Imagine IT shall not be liable for Usage-Based Costs, unexpected or excessive AI usage, unauthorized use by Client’s employees, contractors, agents, or users, vendor pricing or billing changes, failed or delayed alerts, exhausted credits, disabled features, overages, or Client’s failure to establish, enforce, or monitor internal AI usage controls. Client shall indemnify, defend, and hold harmless Imagine IT and its officers, directors, employees, contractors, agents, successors, and assigns from and against all claims, losses, damages, liabilities, costs, expenses, fees, vendor charges, overages, penalties, fines, and reasonable attorneys’ fees arising out of or relating to Client’s use or misuse of AI Tools, Usage-Based Costs, AI-generated outputs, violations of vendor terms or acceptable use policies, data privacy or intellectual property issues arising from Client inputs or outputs, or Client’s failure to comply with applicable law or internal governance obligations.
a) Client is solely responsible for developing, adopting, maintaining, communicating, and enforcing Client’s own internal policies, procedures, standards, and controls governing Client’s systems, technology environment, users, devices, accounts, data, software, cloud services, remote access, cybersecurity practices, acceptable use, password and credential management, data handling, third-party applications, artificial intelligence tools, and other technology-related matters. Client acknowledges that Imagine IT may provide technical recommendations, templates, examples, or general guidance from time to time, but such assistance is for informational and technical support purposes only and does not constitute legal, regulatory, human resources, employment, compliance, or risk-management advice, and does not transfer responsibility for Client’s policies, procedures, or workforce governance to Imagine IT. Client is solely responsible for training its employees, contractors, agents, and other users on Client’s policies, procedures, acceptable use requirements, security obligations, compliance obligations, and appropriate use of Client’s systems and technology resources, and Client shall be responsible for all acts and omissions of such users in connection with the System, Services, Products, AI Tools, third-party applications, and Client’s technology environment.
b) Regardless of whether Client has requested or authorized Imagine IT to enable, configure, deploy, integrate, support, or otherwise assist with any AI Tools, and regardless of the extent of any such involvement, Client remains solely responsible at all times for developing, adopting, maintaining, and enforcing a robust and detailed acceptable use policy governing artificial intelligence for Client’s employees, contractors, agents, and other users, and for training and supervising such users with respect to their AI usage. Client acknowledges and agrees that Imagine IT has no obligation to monitor, oversee, audit, restrict, or manage the AI usage actually undertaken or utilized by Client’s employees, contractors, agents, or other users, and that Imagine IT shall have no responsibility or liability of any kind for such AI usage or for Client’s failure to establish, maintain, or enforce an adequate acceptable use policy.