Grizzly Staff Chat Bot - Terms of Service

Effective Date: June 17, 2025

Welcome to the Grizzly Staff Chat Bot (the "Service"), provided by Greenwood College School (the "School"). This Service is an internal tool designed to help staff members get quick and easy answers to questions about school policies.

By using this Service, you agree to these Terms of Service.


1. Description of Service

The Grizzly Staff Chat Bot is an artificial intelligence (AI) assistant that has been provided with specific internal documents, such as the Employee Policy handbook. Its sole purpose is to answer questions based only on the information contained within these provided documents. It does not have access to the public internet or any other external information. The Service uses the user's role and job title (e.g., "Program Staff," "Operational Staff") to provide more relevant answers.


2. Intended and Acceptable Use

  • This Service is intended for professional use by the staff of Greenwood College School for work-related inquiries about school policies.
  • You agree not to use the Service for any purpose that is unlawful or prohibited by these terms.
  • You agree not to input highly sensitive, personal, or confidential information that is not directly relevant to your policy question. For example, while it is acceptable to ask about sick leave policy, you should not describe detailed personal medical conditions.

3. Data Privacy and Logging

  • To function, the Service uses your Google Workspace user information (name, email, role, job title) to personalize the response.
  • Your questions and the bot's responses are processed by Google's Generative AI services.
  • Conversations may be logged in the School's Google Cloud project for the purposes of troubleshooting, monitoring for abuse, and improving the Service. These logs are accessible only to authorized administrators.
  • Do not share any personal information in your questions that you would not want to be logged.

4. Disclaimer of Accuracy and Limitation of Liability

  • The Grizzly Staff Chat Bot is an automated tool and should be considered a first-step reference and guide only. It is not a substitute for professional Human Resources advice or for reading the official policy documents yourself.
  • The AI may make mistakes, misinterpret your question, or generate information that is incomplete or inaccurate.
  • The official school policy documents shall always be considered the definitive source of truth. In any case of a discrepancy between the bot's answer and the source document, the source document prevails.
  • For definitive answers regarding your specific personal situation, you must consult your direct supervisor, the Principal, or Human Resources.

5. Ownership and Intellectual Property

The Grizzly Staff Chat Bot, its underlying code, and the content it accesses (including all school policies) are the property of Greenwood College School.


6. Modification or Termination of Service

The School reserves the right to modify, suspend, or discontinue the Service at any time, with or without notice.


7. Governing Law

These terms shall be governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein.


8. Contact

For questions or issues regarding the Grizzly Staff Chat Bot, please contact the IT Department via this Help Desk Site.