AI Job Parser Terms of Service

1. Agreement to Terms

CRITICAL NOTICE: By using the AI Job Parser feature ("Feature", "Service") provided by Gem City Cleaning Tools LLC ("Company," "we," "us," or "our"), you acknowledge that you have read, understood, and agree to be bound by these AI Job Parser Terms of Service ("TOS"). These TOS are in addition to, and not in lieu of, our general Terms of Service.

IF YOU DO NOT AGREE TO THESE TERMS, YOU MUST NOT USE THE AI JOB PARSER FEATURE.Your use of this Feature constitutes your acceptance of these TOS and your agreement to be bound by them.

We reserve the right to modify these TOS at any time. Material changes will be communicated via email and/or in-app notification at least 30 days prior to taking effect. Continued use of the Feature after such changes constitutes acceptance of the modified TOS.

2. What is the AI Job Parser?

The AI Job Parser is an artificial intelligence-powered feature that attempts to extract structured job information from free-form text input. When you paste text containing job details (such as customer information, addresses, dates, service types, pricing, and notes), the Feature uses OpenAI's GPT-4o-mini model to parse and structure this information for automatic form population.

HOW IT WORKS:

• You paste free-form text into the AI Job Parser input field
• Your text is transmitted to our backend servers, where it is processed by OpenAI's API
• The AI model attempts to extract structured data (customer names, addresses, dates, etc.) from your text
• The parsed data is returned to your interface and used to populate job creation form fields
• You are responsible for reviewing, verifying, and correcting any parsed information before submitting

3. AI Technology and Third-Party Services

3.1 OpenAI Integration

The AI Job Parser uses OpenAI's GPT-4o-mini language model via OpenAI's API. By using this Feature, you acknowledge and agree that:

• Your data is transmitted to OpenAI: All text you input into the AI Job Parser is sent to OpenAI's servers for processing. OpenAI's Privacy Policy and Terms of Use apply to OpenAI's processing of your data.
• Data Storage by OpenAI: According to OpenAI's current API policies (as of January 2025), data sent via API is not used for training and is retained for only 30 days for abuse monitoring. We do not control OpenAI's data retention or usage policies, which may change over time.
• Third-Party Terms: You agree to comply with OpenAI's Terms of Use and Privacy Policy. We are not responsible for OpenAI's actions, data handling, security breaches, or policy changes.
• Service Availability: The Feature depends on OpenAI's API availability. We do not guarantee uptime, response times, or service availability.

3.2 Model Information

Current Model: GPT-4o-mini (as of January 20, 2025)

We reserve the right to change the AI model, API provider, or processing methodology at any time without notice. Model changes may affect parsing accuracy, response times, or data handling practices.

4. Data Usage, Privacy, and Security

4.1 What Data We Collect

When you use the AI Job Parser, we collect and process the following information:

• Input Text: All text you paste or type into the AI Job Parser input field, which may include customer names, addresses, phone numbers, email addresses, dates, pricing information, notes, and other job-related details
• Parsed Output: The structured data returned by the AI model based on your input
• Usage Metadata: Timestamps, organization ID, user ID, API usage statistics (tokens used, cost), and parsing success/failure status
• Feedback Data: If you provide feedback (thumbs up/down or written comments), we store your rating, feedback text, input text, parsed output, user email, organization ID, user ID, and associated metadata (timestamps)

4.2 How We Use Your Data

We use your data for the following purposes:

• Service Provision: To provide the AI Job Parser feature and populate job forms
• Service Improvement: To analyze parsing accuracy, improve prompts, refine extraction logic, and enhance the Feature's performance
• Quality Assurance: To review and correct parsing errors, validate model outputs, and ensure service quality
• Cost Tracking: To monitor API usage, calculate costs, and manage service expenses
• Security and Abuse Prevention: To detect and prevent prompt injection attacks, malicious inputs, abuse, and unauthorized usage
• Compliance: To comply with legal obligations, respond to legal requests, and enforce our terms

4.3 Data Sharing and Third-Party Disclosure

YOUR DATA IS SHARED WITH THIRD PARTIES:

• OpenAI: All input text is transmitted to OpenAI for processing. According to OpenAI's current API policies, your data is retained for 30 days for abuse monitoring and is not used for model training. We do not control OpenAI's data handling practices, which may change over time.
• Cloud Infrastructure: Your data is stored on Google Cloud Platform (Firestore) and may transit through various cloud services
• Analytics Services: We may use analytics services to track usage patterns and service performance

4.4 Data Security and Breaches

While we implement security measures (encryption in transit, authentication, prompt injection detection), we cannot guarantee absolute security. Data breaches may occur due to:

• Vulnerabilities in our systems, OpenAI's systems, or third-party services
• Unauthorized access, hacking, or security incidents
• Human error, misconfigurations, or insider threats
• Force majeure events, natural disasters, or other unforeseeable circumstances

YOU ACKNOWLEDGE AND ACCEPT THE RISK OF DATA BREACHES. We are not liable for unauthorized access to, disclosure of, or loss of your data resulting from security incidents, third-party breaches, or system failures.

4.5 Data Retention

We retain the following data for service improvement:

• Parsing Inputs and Outputs: We retain your input text and parsed output data for 12 months for service improvement, quality assurance, and analytics purposes. After 12 months, this data is automatically deleted or anonymized, unless required for legal compliance or active disputes. You may request earlier deletion at any time.
• Feedback Data: We retain feedback submissions (rating, feedback text, input text, parsed output, user email, organization ID, user ID, and timestamps) for 12 months for analysis and service improvement. After 12 months, feedback data is automatically deleted or anonymized, unless required for legal compliance or active disputes. You may request earlier deletion at any time.
• Usage Metadata: We retain usage statistics, API usage data, and logging information for 12 months for service operation and improvement. After 12 months, metadata is automatically deleted or anonymized, unless required for legal compliance, security investigations, or active disputes.

Exceptions to Automatic Deletion: We may retain data beyond 12 months only when:

• Required by law, regulation, or legal process
• Necessary to resolve active disputes, claims, or litigation
• Needed for ongoing security investigations or fraud prevention

4.6 Your Privacy Rights (GDPR/CCPA)

If you are located in the European Economic Area (EEA), United Kingdom, or California, you have certain rights regarding your personal data:

• Right to Access: You have the right to request access to the personal data we have collected about you related to your use of the AI Job Parser, including input text, parsed output, and feedback submissions.
• Right to Deletion: You have the right to request deletion of your personal data related to the AI Job Parser, subject to legal obligations and legitimate business interests. Note that deletion requests may affect our ability to improve the service based on your feedback.
• Right to Correction: You have the right to request correction of inaccurate personal data we hold about you.
• Right to Data Portability: You have the right to receive a copy of your personal data in a structured, machine-readable format.

How to Submit Requests: To exercise any of these rights, please contact us at chris@gemcitycleaningtools.com with the subject line "AI Job Parser Privacy Request" and include:

• Your name and email address associated with your account
• A clear description of the right you wish to exercise
• Any relevant details to help us process your request

Response Timeframe: We will respond to your request within 30 days of receipt. If your request is complex or we receive multiple requests, we may extend this timeframe by an additional 60 days, and we will notify you of any extension.

4.7 Personal Information (PII) Handling

The text you input may contain personally identifiable information (PII) including:

• Customer names, addresses, phone numbers, and email addresses
• Payment information, credit card details, or financial data
• Special instructions, access codes, or security information
• Health information, allergies, or other sensitive personal data

BY USING THIS FEATURE, YOU CONSENT TO THE TRANSMISSION, PROCESSING, AND STORAGE OF PII BY US AND OPENAI. You represent that you have obtained all necessary consents from individuals whose PII you input into the Feature. You are solely responsible for ensuring compliance with data protection laws (GDPR, CCPA, HIPAA, etc.) when using this Feature.

5. Accuracy, Errors, and Limitations

5.1 No Guarantee of Accuracy

THE AI JOB PARSER MAY PRODUCE INCORRECT, INCOMPLETE, OR MISLEADING RESULTS. The Feature uses artificial intelligence, which is probabilistic and error-prone. Parsing accuracy depends on many factors including:

• Input text quality, formatting, clarity, and completeness
• Ambiguity in the input text
• Model limitations, training data biases, and algorithmic constraints
• Edge cases, unusual formats, or unexpected inputs
• Service disruptions, API errors, or processing failures

5.2 Your Responsibility to Verify

YOU ARE SOLELY RESPONSIBLE FOR VERIFYING AND CORRECTING ALL PARSED DATA. You must:

• Review every field populated by the AI Job Parser before submitting
• Verify customer information, addresses, dates, and pricing accuracy
• Correct any errors, omissions, or misinterpretations
• Ensure data completeness and accuracy before job creation
• Not rely solely on AI-parsed data for critical business decisions

WE ARE NOT LIABLE FOR ERRORS, OMISSIONS, OR INCORRECT DATA PRODUCED BY THE AI JOB PARSER.Any losses, damages, or consequences resulting from reliance on incorrect parsed data are your sole responsibility.

5.3 Common Parsing Issues

The AI Job Parser may experience the following issues:

• Incorrect Date/Time Parsing: Dates may be misinterpreted, time zones confused, or relative dates (e.g., "tomorrow") calculated incorrectly
• Name Splitting Errors: First and last names may be split incorrectly, especially with complex names, titles, or multiple names
• Address Parsing Failures: Addresses may be incomplete, incorrectly formatted, or missing components (city, state, ZIP code)
• Phone/Email Extraction Issues: Phone numbers may be formatted incorrectly, or email addresses may be missed or misidentified
• Room/Task Mismatches: Room types may not match your organization's room types, or tasks may be assigned to incorrect rooms
• Pricing Errors: Service costs, quantities, or calculations may be incorrect
• Missing Data: Important information may be omitted or not extracted
• Hallucination: The AI may generate information that was not present in your input text

6. Feedback System

6.1 How Feedback Works

After using the AI Job Parser, you may be prompted to provide feedback via:

• Thumbs Up/Down: Quick positive or negative ratings
• Written Feedback: Optional text comments explaining what went wrong or what could be improved (required for negative feedback)

6.2 What Happens to Your Feedback

When you submit feedback, we store:

• Your rating (positive/negative)
• Your written feedback text (if provided)
• The original input text you provided
• The parsed output returned by the AI
• Timestamps, user ID, organization ID, and metadata

We use your feedback to:

• Analyze parsing accuracy and identify common errors
• Improve prompts, extraction logic, and service quality
• Train staff, refine validation rules, and enhance user experience
• Investigate technical issues, bugs, or service failures
• Generate analytics reports, usage statistics, and quality metrics

Feedback Retention: Feedback submissions are retained for 12 months for analysis and service improvement purposes. After 12 months, feedback data is automatically deleted or anonymized, unless required for legal compliance or active disputes. You may request earlier deletion at any time by contacting chris@gemcitycleaningtools.com.

7. Prohibited Uses and Abuse Prevention

You agree NOT to use the AI Job Parser for:

• Prompt Injection Attacks: Attempting to manipulate or override the AI's instructions, system prompts, or behavior through malicious inputs
• Jailbreaking: Attempting to bypass safety measures, content filters, or usage restrictions
• Unauthorized Access: Attempting to gain access to other users' data, system information, or restricted content
• Excessive Usage: Abusing the service through excessive API calls, automated requests, or cost manipulation
• Malicious Content: Inputting harmful code, scripts, or content designed to exploit vulnerabilities
• Data Exfiltration: Attempting to extract sensitive information, credentials, or proprietary data from the system

Violations of this section may result in:

• Immediate suspension or termination of your access to the Feature
• Logging and reporting of suspicious activities to security teams
• Legal action if violations constitute criminal activity
• Permanent ban from using the Feature or entire Service

8. Service Availability and Termination

THE FEATURE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND.We reserve the right to:

• Modify, suspend, or discontinue the Feature at any time without notice
• Change AI models, processing methods, or service architecture
• Implement usage limits, rate limiting, or access restrictions
• Terminate access for users who violate these TOS or our general Terms of Service
• Discontinue the Feature entirely if it becomes economically unfeasible or technically unsustainable

We are not liable for:

• Service interruptions, outages, or unavailability
• API failures, model errors, or processing delays
• Changes to service features, functionality, or availability
• Loss of data, parsing history, or feedback submissions due to service termination

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE EXPRESSLY DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES of MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, RELIABILITY, OR NON-INFRINGEMENT.

IN NO EVENT SHALL WE BE LIABLE FOR:

• Any errors, inaccuracies, or omissions in parsed data
• Loss of business, profits, revenue, or data resulting from incorrect parsing
• Customer dissatisfaction, missed appointments, or service failures due to parsing errors
• Data breaches, security incidents, or unauthorized access to your data
• Service interruptions, outages, or unavailability
• Actions or failures of third parties (OpenAI, cloud providers, etc.)
• Indirect, incidental, special, consequential, or punitive damages

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID FOR THE SERVICE IN THE 12 MONTHS PRECEDING THE CLAIM, OR $100, WHICHEVER IS GREATER. Some jurisdictions do not allow the exclusion of certain warranties or limitations of liability, so some of the above may not apply to you.

10. Questions, Concerns, and Support

If you have questions about:

• How your data is being used: Review these TOS and our Privacy Policy
• Parsing errors or accuracy issues: Verify and correct parsed data manually, and provide feedback via the feedback system
• Technical issues or bugs: Contact support at info@gemcitycleaningtools.com
• Data privacy concerns or deletion requests: Contact chris@gemcitycleaningtools.com
• These Terms of Service: Contact chris@gemcitycleaningtools.com

Support Availability: Support is provided during normal business hours (Monday-Friday, 9 AM - 5 PM ET) via email. We do not guarantee specific response times or issue resolution.

11. Acceptance and Acknowledgment

BY CLICKING "I AGREE" OR USING THE AI JOB PARSER FEATURE, YOU ACKNOWLEDGE THAT:

• You have read and understood these Terms of Service in their entirety
• You understand that your data will be transmitted to and processed by OpenAI
• You understand that the AI Job Parser may produce incorrect or incomplete results
• You are responsible for verifying and correcting all parsed data before use
• You consent to our data usage practices as described in these TOS
• You agree to be bound by these TOS and our general Terms of Service

12. Contact Information

For questions about these AI Job Parser Terms of Service, contact:

Gem City Cleaning Tools LLC
Email: info@gemcitycleaningtools.com
Website: https://gemcitycleaningtools.com