Acceptable Use Policy

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1. Purpose

This policy sets out what Clara may and may not be used for. It applies to every organisation that uses Clara, to every person who signs in to it, and to the AI agents an organisation runs in it. It forms part of the organisation's agreement with xlabs (Pty) Ltd ("xlabs", "we"). By 30 November 2026, every organisation's agreement with xlabs will include this policy; until then, using Clara means accepting it. Read it with the POPIA Statement and the Clara privacy policy.

2. Who is responsible

The organisation is responsible for how its users and agents use Clara. It should make sure that:

• each user has their own account, and accounts are never shared;
• users are given only the modules, policy types and records their work needs;
• users leave when they no longer need access, and their access is removed;
• users know this policy and follow it.

Each user is responsible for what is done through their account, including work they approve that an AI agent prepared.

3. Permitted use

Clara may be used for the lawful running of the organisation's business, including:

• keeping client, policy, claim, renewal, order, project, financial and document records;
• connecting the organisation's own email, files, calendars and business systems;
• letting AI agents read that information, do the admin and prepare next steps for a named person to approve;
• sending client messages, campaigns, invoices and payments once a person has approved them;
• giving clients access to their own information through the client portal.

4. Prohibited use

You may not use Clara, or let anyone else use it, to:

5. Protecting the platform

You may not:

• test, scan or probe Clara for weaknesses, or try to get around its security, without our written permission;
• try to reach another organisation's data or database;
• overload Clara, or use automated tools to call it beyond the normal use of its features;
• copy, reverse engineer or resell Clara, or use it to build a competing product;
• remove or hide notices, audit records or approval steps.

If you find a security weakness, report it to miles@xlabs.co.za and do not use or share it. We will not act against anyone who reports a weakness in good faith and follows this policy. Good faith means you test only your own accounts and data, stop and report as soon as you find a weakness, do not disrupt the service or keep or share anyone's information, and give us reasonable time to fix it before you tell anyone else.

6. Using AI responsibly

Clara's AI agents prepare drafts and suggestions. They can be wrong. When you use them:

• check what an agent prepared before you approve it, as an approval is your decision;
• do not present AI output to clients as financial advice unless a qualified person has reviewed it and the law allows it;
• do not try to make an agent bypass an approval step, a module or policy-type grant, or any other control;
• do not use Clara's AI to produce content that this policy prohibits.

Money movements, accounting writes and client-facing messages run only after a named person signs off. Do not try to work around that.

7. The client portal

Clients who use the portal may use it only to see and act on their own information. They may not try to reach other clients' information or staff systems, or share their sign-in code.

8. If this policy is broken

If we reasonably believe this policy has been broken, we may:

• ask the organisation to stop the activity and put it right;
• remove or block the content concerned;
• suspend a user, an agent, a connection or a feature;
• suspend or end the organisation's access, as set out in its agreement with xlabs (or, until that agreement includes this policy, on reasonable notice).

Where we can, we tell the organisation first and give it a reasonable chance to fix the problem. We may act at once where there is a risk to the security of Clara, to other organisations or to the people whose information is in it, or where the law requires it. We may report unlawful activity to the authorities.

9. Reporting misuse

If you see Clara being misused, or think your account has been used without your permission, tell your organisation's administrator and email miles@xlabs.co.za.

10. Contact

Information Officer, xlabs (Pty) Ltd: Miles Marshall, CEO, miles@xlabs.co.za.
Information Regulator (South Africa): inforegulator.org.za

11. Review

We review this policy at least once a year, and whenever Clara changes materially. The version and effective date above identify the current version.