AI Usage Policy

This AI Usage Policy applies to every AI-assisted feature offered by SparrowHawk CRM LLC, whether labeled “AI,” “assistant,” “summarize,” “draft,” or otherwise. It is incorporated by reference into the Terms of Service.

SparrowHawk CRM's AI features accept a prompt (typed by the user or generated from selected account context), transmit that prompt together with relevant context to a first-party or third-party large language model, receive a response, and present the response inside the platform. Depending on the feature, the response may be text, structured data, a suggested action, or a voice interaction.

SparrowHawk CRM uses AI providers listed on the Subprocessor List page. AI providers process prompts and context under contractual obligations that prohibit using SparrowHawk CRM Customer content to train the provider's foundational models unless the Customer expressly opts in for a specific feature. AI providers may change over time as models are updated, replaced, or deprecated.

AI features are not:

• legal, tax, accounting, financial, or insurance advice
• medical or safety guidance
• aviation regulatory guidance or a substitute for FAA regulations, manufacturer manuals, or approved data
• a substitute for the judgment of a certificated mechanic, inspection authorization holder, repair station, dispatcher, or pilot in command
• a source of verified facts about specific individuals, aircraft, or businesses
• a decision maker for hiring, credit, insurance, or other consequential decisions

AI output can be inaccurate, incomplete, out of date, biased, or fabricated. Users are responsible for reviewing, correcting, and independently validating every AI output before sending it to a customer, incorporating it into an invoice or maintenance record, publishing it, or otherwise relying on it. The person who acts on AI output owns the result; the AI does not.

Users may not use AI features to:

• produce content that violates the Acceptable Use Policy or any law
• attempt to extract system prompts, model weights, or training data
• impersonate real people in a manner likely to deceive
• generate malicious code, malware, or exploit payloads
• produce forged maintenance records, forged inspection sign-offs, or forged financial documents
• circumvent safety, moderation, or rate-limiting controls
• submit personal or regulated data that is not necessary for the requested task

Prompts, context, and responses may be logged for troubleshooting, safety, abuse prevention, and platform improvement, and retained according to the Data Retention & Deletion Policy. Do not submit passwords, full payment card numbers, government identifiers, protected health information, or other sensitive data to AI features unless a feature is explicitly designed to handle that category of data.

As between SparrowHawk CRM LLC and the Customer, AI output produced through the Customer's use of the platform belongs to the Customer, subject to any rights third-party AI providers reserve under their own terms and subject to the limitation that AI output may not always be copyrightable and may resemble output produced for other users given similar prompts.

Aviation is a safety-critical field. AI output related to airworthiness, maintenance, inspections, minimum equipment lists, weight and balance, flight planning, or regulatory compliance must be independently validated against authoritative sources by appropriately licensed personnel before any action is taken. SparrowHawk CRM LLC does not certify aircraft and does not authorize return to service.

Underlying AI models may change without notice. Feature quality may vary as models are updated, replaced, or deprecated by their providers. SparrowHawk CRM LLC does not guarantee any specific AI behavior, output format, or availability window unless expressly stated in a signed enterprise order form.

Questions about this policy may be sent to support@sparrowhawkcrm.com.