AI Use Policy

This AI Transparency & Acceptable AI Use Policy ("Policy") explains how artificial intelligence ("AI") features are made available within Colony and establishes the standards governing their responsible use.

The purpose of this Policy is to:

• •Promote transparency regarding Colony's AI capabilities;
• •Encourage responsible and ethical use of AI features;
• •Explain the respective responsibilities of Colony and its users;
• •Describe the limitations of AI-generated outputs; and
• •Support user trust while enabling innovation.

This Policy should be read together with our Terms of Service, Privacy Policy, and Cookie Policy.

This Policy applies to all users who access or use AI-powered features made available through Colony.

These features may include, without limitation:

• •AI-powered writing assistance;
• •Document summarization;
• •Workflow automation;
• •Knowledge retrieval;
• •Intelligent search;
• •Task generation;
• •Project assistance;
• •Content generation;
• •Productivity recommendations; and
• •Future AI-enabled functionality introduced by Colony.

Colony is committed to developing and deploying AI in a manner that supports responsible innovation.

We seek to operate our AI-powered features in accordance with the following principles:

Transparency

We aim to be clear when users are interacting with AI-generated content and explain, where appropriate, how AI features are used within the Services.

Human Oversight

AI is intended to assist - not replace - human judgment. Users remain responsible for reviewing and making decisions based on AI-generated content.

Privacy

We are committed to protecting personal information and handling data used by AI features in accordance with our Privacy Policy and applicable data protection laws.

Security

We implement reasonable technical and organizational measures designed to protect information processed through AI-enabled features.

Continuous Improvement

We regularly evaluate AI functionality to improve reliability, usability, and security while recognizing that AI technologies continue to evolve.

Colony uses artificial intelligence to help users work more efficiently by assisting with collaboration, productivity, knowledge management, workflow support, and content generation.

When you use AI-powered features, the system processes the prompts, instructions, documents, or other information you choose to submit in order to generate responses or perform requested tasks.

Depending on the feature being used, AI processing may involve trusted third-party AI service providers engaged by Colony under appropriate contractual safeguards.

AI-generated content is produced automatically using machine learning models and probabilistic techniques. As a result, outputs are generated based on patterns in data and should not be interpreted as definitive statements of fact or professional advice.

Artificial intelligence is intended to support human decision-making, not replace it.

Colony's AI features are designed to assist users by generating suggestions, summaries, recommendations, drafts, insights, and other content based on user inputs. However, AI-generated outputs should always be reviewed and evaluated by an appropriately qualified individual before being relied upon or acted upon.

Users remain responsible for:

• •Reviewing AI-generated outputs for accuracy, completeness, and relevance;
• •Exercising independent judgment when using AI-assisted content;
• •Verifying factual information where accuracy is important;
• •Ensuring that AI-generated content is appropriate for its intended purpose; and
• •Complying with applicable laws, regulations, professional obligations, and internal organizational policies.

Where AI-generated content informs decisions with legal, financial, operational, regulatory, employment, healthcare, or other significant consequences, users should seek appropriate human review before implementation.

The AI features are not designed or intended to make fully automated decisions that produce legal effects concerning a user or similarly significantly affect a user, without meaningful human review. Where a customer configures the Services to use AI-generated content as an input to its own decision-making processes, that customer is responsible for ensuring appropriate human oversight of those processes.

Although Colony seeks to provide reliable AI-powered functionality, artificial intelligence has inherent limitations.

Users should understand that AI-generated outputs:

• •May contain factual inaccuracies;
• •May be incomplete;
• •May become outdated over time;
• •May produce inconsistent results;
• •May misinterpret user prompts;
• •May omit relevant information;
• •May generate content that requires editing or refinement.

AI models generate responses based on statistical patterns rather than human understanding or reasoning.

Accordingly, AI-generated outputs should not be treated as definitive facts or professional advice.

Colony does not guarantee that AI-generated outputs will always be:

• •Accurate;
• •Complete;
• •Reliable;
• •Unbiased;
• •Suitable for a particular purpose; or
• •Free from errors.

Users should independently verify important information before relying upon AI-generated content.

Users are responsible for all information submitted to Colony's AI-powered features.

Before submitting prompts, documents, files, or other information, users should ensure that they have the necessary rights, permissions, and authority to do so.

Users agree that they will not intentionally submit information that:

• •Infringes another person's intellectual property rights;
• •Violates applicable law;
• •Contains malware or malicious code;
• •Is submitted without appropriate authorization;
• •Breaches confidentiality obligations;
• •Is intended to facilitate unlawful activity.

Users should exercise particular care before submitting:

• •Highly confidential business information;
• •Trade secrets;
• •Privileged legal communications;
• •Export-controlled information;
• •Information subject to contractual confidentiality restrictions; or
• •Sensitive personal information,

Unless they have determined that such submission is appropriate and authorized under applicable law and their organization's internal policies.

Where organizations use Colony within enterprise environments, administrators should establish appropriate internal governance regarding the use of AI-powered features.

Users retain responsibility for how AI-generated outputs are used.

Before sharing, publishing, implementing, or relying upon AI-generated content, users should evaluate whether the output:

• •Accurately reflects the intended information;
• •Complies with applicable law;
• •Complies with organizational policies;
• •Respects intellectual property rights;
• •Is suitable for the intended audience; and
• •Has been appropriately reviewed where necessary.

AI-generated outputs should not be represented as independently verified facts without appropriate validation.

Where AI-generated content is incorporated into reports, customer communications, regulatory submissions, contractual documents, or other important materials, users should perform an appropriate level of human review before use.

Nothing in this Policy transfers responsibility for decisions made using AI-generated outputs from the user to Colony.

Copyright Status of Outputs

Owning an Output does not automatically mean the Output is protected by copyright. Copyright law generally requires meaningful human creative input; content generated solely by AI, without substantial human editing or creative contribution, may not qualify for copyright protection under applicable law, regardless of contractual ownership. If copyright protection matters for your intended use, you should apply your own substantial creative judgment, editing, and modification to any Output before relying on copyright to protect it. See Section 10.6 of our Terms of Service for the related ownership provisions.

Marking of AI-Generated Content

The Services may apply markings, metadata, watermarks, or other technical indicators to Outputs to identify them as artificially generated or manipulated, whether applied by the Services or by an underlying AI model provider. You must not remove, alter, obscure, disable, or circumvent any such marking, metadata, watermark, or indicator, or otherwise suppress a disclosure that content was generated by artificial intelligence, where doing so would cause you or us to fail to comply with applicable law, including the EU Artificial Intelligence Act. Where you make an Output available to a third party, you are responsible for any disclosure obligation that applies to you in respect of that Output under the law applicable to you.

Colony's AI features are intended to enhance productivity, collaboration, creativity, and operational efficiency.

Examples of appropriate uses include:

• •Drafting documents;
• •Summarizing information;
• •Brainstorming ideas;
• •Generating project plans;
• •Organizing knowledge;
• •Improving written communications;
• •Supporting workflow automation;
• •Generating meeting summaries;
• •Assisting with research;
• •Improving productivity.

Users should always use AI features responsibly and in accordance with applicable laws, regulations, professional standards, and these policies.

Users must not use Colony's AI-powered features to:

• •Engage in unlawful activities;
• •Facilitate fraud or deception;
• •Generate or distribute malicious software;
• •Knowingly create or disseminate false or misleading information intended to cause harm;
• •Infringe intellectual property rights;
• •Harass, threaten, or unlawfully discriminate against individuals or groups;
• •Bypass security controls or gain unauthorized access to systems;
• •Violate applicable sanctions, export control, or trade laws;
• •Impersonate another individual or organization for fraudulent purposes;
• •Use the AI features or Outputs to train, benchmark, or otherwise develop a competing artificial intelligence model or product; or
• •Otherwise use AI features in a manner that violates the Terms of Service or applicable law.

Colony reserves the right to investigate suspected misuse of AI-powered features and, where appropriate, suspend or terminate access in accordance with the Terms of Service.

Colony may utilize artificial intelligence models and related technologies developed by trusted third-party providers to deliver certain AI-powered features.

These providers may assist with functions such as:

• •Natural language processing;
• •Content generation;
• •Summarization;
• •Knowledge retrieval;
• •Workflow assistance;
• •Intelligent search; and
• •Other AI-enabled capabilities.

Colony carefully evaluates third-party AI providers based on factors such as security, privacy, reliability, and contractual commitments.

Our choice of AI providers may change over time as technology evolves or as we identify solutions that better meet our users' needs.

Where third-party AI providers process information submitted through AI features, such processing is performed in accordance with applicable contractual safeguards and our Privacy Policy.

Use of third-party AI services does not transfer responsibility for the operation of Colony to those providers.

AI agents that you choose to connect to Colony, such as ChatGPT, Claude, Cursor and others, are not Colony sub-processors. When you connect an agent, you send your workspace data to that agent, and the agent provider's own terms govern that data. A workspace owner can turn connected agents off for the workspace.

The use of AI-powered features is subject to Colony's Privacy Policy.

When users submit prompts, documents, or other information for AI-assisted processing, Colony processes that information only to the extent necessary to provide the requested functionality.

Subject to applicable law and our contractual arrangements with third-party AI providers:

• •We seek to minimize the amount of personal information processed through AI features;
• •We implement reasonable safeguards to protect information processed through AI-enabled services;
• •We aim to use enterprise-grade AI providers that offer appropriate privacy and security commitments;
• •We use commercial or business-tier offerings from our AI providers that contractually exclude our traffic, including your content, from being used for the provider's own model training;
• •We do not intentionally use customer content submitted through AI features to train Colony's own AI models, or any third party's AI models, whether or not you are a business customer and regardless of your subscription tier or plan. We will not do so except where you have given express, separately obtained, opt-in consent, which you may withdraw at any time. This restriction does not limit our right to use aggregated or de-identified information, or voluntarily submitted Feedback, as described in our Privacy Policy.

Users remain responsible for ensuring that information submitted through AI features is appropriate for the intended purpose and complies with applicable laws, contractual obligations, and organizational policies.

For more information about how personal information is collected, used, disclosed, retained, and protected, please refer to our Privacy Policy.

Colony recognizes that responsible AI includes maintaining appropriate security measures.

We implement reasonable technical, organizational, and administrative safeguards designed to protect AI-enabled services and information processed through those services.

These safeguards may include, where appropriate:

• •Encryption of data in transit;
• •Access controls based on user roles;
• •Authentication mechanisms;
• •Monitoring and logging of security events;
• •Secure software development practices;
• •Vulnerability management;
• •Incident response procedures; and
• •Periodic security reviews.

While we strive to maintain a secure environment, no technology can guarantee absolute security. Users also play an important role by maintaining strong passwords, protecting account credentials, and reporting suspected security incidents promptly.

Artificial intelligence technologies continue to evolve rapidly.

Colony is committed to continuously improving its AI-powered features to enhance:

• •Accuracy;
• •Reliability;
• •Usability;
• •Transparency;
• •Security; and
• •User experience.

Improvements may include updates to AI models, changes to third-party providers, new functionality, additional safeguards, or enhancements based on user feedback and technological developments.

We may monitor the performance of AI features using aggregated, anonymized, or de-identified information, where appropriate and permitted by law, to improve the Services.

Any material changes affecting the operation of AI-powered features will be reflected in this Policy, the Privacy Policy, or other applicable documentation where appropriate.

Colony may revise this AI Transparency & Acceptable AI Use Policy from time to time to reflect:

• •Changes in AI technologies;
• •Enhancements to AI-powered features;
• •Changes in applicable laws or regulatory requirements;
• •Updates to our governance practices;
• •Operational improvements; or
• •Changes to third-party AI providers.

When we make material updates, we will take reasonable steps to notify users through appropriate channels, which may include:

• •Publishing an updated version of this Policy on our website;
• •Displaying notices within the Services;
• •Providing email notifications where appropriate; or
• •Using other reasonable methods permitted by applicable law.

The "Last Updated" date at the beginning of this Policy indicates when the current version became effective.

Your continued use of AI-powered features after the effective date of any revised Policy constitutes your acknowledgment of the updated Policy, except where applicable law requires additional notice or consent.

If you have questions regarding this AI Transparency & Acceptable AI Use Policy or the use of artificial intelligence within Colony, please contact us using the details below.

If your inquiry relates to privacy rights or the processing of personal information, please also consult our Privacy Policy.

Colony's AI governance is guided by the following principles: