Version dated 21 October 2026
1. Scope
This policy covers:
- Gitogi AI, the virtual assistant on gitogi.com, to which clauses 2–5 apply;
- Client AI solutions developed or integrated by Gitogi Srl for businesses and professionals, to which clauses 6–7 apply when this policy is incorporated into the Contract.
Clauses 8–9 apply to both. For client projects, Client (referred to as Customer in the Terms and Conditions), Proposal and Contract have the meanings given in clauses 12 and 13 of the Terms and Conditions. This policy forms part of the Contract if it is incorporated by reference and its version is identified in the Proposal or an agreed variation, in accordance with clauses 13, 14 and 34, and operates alongside clause 22 on AI. Clause 30.1 governs termination for the breaches it specifies; it does not incorporate this policy.
These rules do not replace the Privacy Policy, any required consent to personal data processing or the DPA. Consent to the chat does not constitute acceptance of a professional services contract.
2. Gitogi AI: access and permitted uses
2.1. Access and consent
Gitogi AI is an artificial intelligence system: when you use it, you interact with software that generates responses, rather than a person.
Before starting, you must give dedicated consent to the processing of chat data after reading the Privacy Policy. You can withdraw consent through the chat or the Your Consents page. Withdrawal does not affect the lawfulness of earlier processing; the Privacy Policy explains what happens to data already collected.
You can contact Gitogi without using the chat by emailing info@gitogi.com.
The chat provides information about Gitogi's services, which are intended for businesses and professionals. Using it does not create a contract for professional services.
2.2. What you may do
You may use Gitogi AI to:
- learn about Gitogi's services: Odoo and business software, bespoke software, AI integration and consultancy using the AIRA method;
- find relevant website pages;
- ask Gitogi to contact you, providing the necessary contact details and a brief description of your needs.
If you request contact, the information you provide and an extract of the conversation are emailed to Gitogi: up to the last 12 messages, limited to 700 characters each. Bear this in mind when writing and avoid unnecessary confidential information.
3. Gitogi AI: prohibited uses
You must not:
- enter health data or other special category data, information about criminal convictions or offences, credentials, payment details, banking data or business secrets;
- provide other people's personal data;
- attempt to bypass instructions, limits or safeguards, extract internal instructions, access data not intended for you or induce the system to impersonate anyone;
- use the chat for threats, harassment, fraud, unlawful discrimination, defamation or other unlawful content or conduct;
- submit automated or bulk requests or use the chat for purposes outside clause 2.2;
- present responses as a commercial offer, contractual confirmation or statement verified and approved by Gitogi.
The prohibition on bypassing safeguards does not prevent good-faith reporting of a security issue. Testing the systems requires Gitogi's prior written authorisation defining the permitted scope.
4. Gitogi AI: limitations of responses
Responses may contain errors, omissions, outdated information or inappropriate content. Check important information with Gitogi before relying on it to make a decision.
The chat provides general guidance on services. It does not provide tailored professional advice or enter into contracts: services, prices, timescales and conditions must be set out in an accepted Proposal.
Gitogi AI does not make automated decisions about people or assign scores. Sending a contact request does not mean that Gitogi has accepted an engagement.
These limitations describe the chat's function and do not exclude Gitogi's information duties or liabilities under applicable law. Any mandatory protections applicable to people using the website as consumers remain unaffected.
5. Gitogi AI: data, safeguards and misuse
The system uses filters against manipulation attempts and rate limits. These measures may prevent messages from being sent and do not guarantee detection of every instance of misuse or error.
Conversations are stored separately from the AI technical log. That log contains operational metadata, such as the model used, counts and response times, without the text of messages or responses. The Privacy Policy explains purposes, lawful grounds, recipients and retention periods.
To address a breach or a concrete risk, Gitogi may restrict or interrupt chat access to the extent necessary and proportionate. You can request a review of a restriction by emailing info@gitogi.com. The same address remains available for business enquiries.
The chat may be unavailable because of technical problems or processing service failures. The absence of a response does not mean that Gitogi has received a contact request.
6. Client solutions: prohibited uses and changes of purpose
6.1. Unlawful practices
The Client must not use the solutions, or knowingly permit authorised users to use them, for practices prohibited by applicable law, including Article 5 of Regulation (EU) 2024/1689 (AI Act), as amended.
Depending on the statutory circumstances and conditions, these include certain manipulative techniques or exploitation of vulnerabilities, social scoring of individuals, biometric identification or categorisation practices, and emotion recognition in workplaces or schools. These examples are not exhaustive and do not remove statutory conditions or exceptions. No agreement with Gitogi can authorise an unlawful practice.
6.2. High-risk uses
The Client must not deploy the solution for uses classifiable as high-risk under the AI Act without a prior assessment and a specific written agreement with Gitogi. Examples include certain recruitment, workforce management or individual creditworthiness uses where the statutory criteria are met.
This contractual restriction applies even where the regulatory obligations for a particular system are not yet applicable. The agreement must define purposes, roles, requirements, checks and conditions for putting the system into service; signing it does not itself constitute a conformity assessment.
6.3. Data, decisions and rights
The Client must not use the solution for:
- solely automated decisions producing legal or similarly significant effects on people outside the permitted cases and safeguards under Article 22 GDPR;
- processing without the required lawful grounds or information to data subjects, or in breach of employment protections;
- infringement of intellectual property, confidentiality or third-party rights;
- uses incompatible with provider terms relevant to the project, which Gitogi must make available before use;
- bypassing security measures or removing notices and markings required by law.
Any use for marketing communications or tracking technologies must also comply with Articles 130 and 122 of the Italian Privacy Code, where applicable. The Contract does not replace the necessary consents or other legal requirements.
6.4. Project changes
Before changing the solution's purposes, intended users, data, integrations or degree of autonomy, the Client must inform Gitogi. Changes to the Proposal require a risk assessment and written agreement before the modified use begins. A substantial change may also alter the Client's role and obligations under the AI Act.
7. Client solutions: oversight, transparency and incidents
7.1. Each party's responsibilities
Responsibilities depend on actual roles. A provider develops or commissions the development of a system and places it on the market or puts it into service under its own name; a deployer uses it under its authority in a professional context. The project documentation must identify the relevant roles.
Gitogi retains its statutory obligations as a provider, deployer or other operator. This policy does not transfer them to the Client.
Each party shall, for its activities, take measures to support its staff and others acting on its behalf in developing the skills and understanding needed to use AI, taking account of their tasks, experience and risks, in accordance with Article 4 AI Act.
The Client shall assign oversight to people able to understand the system's limitations, check significant outputs and intervene. A formal approval alone must not replace meaningful human assessment.
7.2. Transparency
Article 50 AI Act obligations apply according to the role, system and content:
| Situation | Relevant requirement |
|---|---|
| Direct interaction with people | The provider must design in information about the AI nature of the interaction, subject to statutory exceptions; the Client must retain and use the required notices |
| Generation of synthetic content | The provider must ensure the required technical markings, subject to applicable limits and exceptions; the Client must not remove them to conceal AI origin |
| Permitted emotion recognition or biometric categorisation | The deployer must inform exposed individuals and comply with personal data protection law |
| Audiovisual content qualifying as a deepfake or text concerning matters of public interest | The deployer must disclose artificial origin where required, taking account of statutory exceptions and methods of disclosure |
Notices to individuals must be clear, distinguishable, accessible and provided at the legally required time, no later than the first interaction or exposure where required. Publishing this policy does not replace notices needed in the interface or content.
7.3. Employment and professional services
Where a solution is used at work or in professional services, each party shall comply with the relevant requirements of Italian Law No. 132/2025 and other sector-specific rules.
For services falling within Article 13 of Law No. 132/2025, AI must perform an ancillary and supporting function, with the professional's intellectual work remaining predominant. The professional must explain the systems used to the recipient of the service in sufficiently informative, understandable terms. Where this obligation concerns a service supplied by Gitogi, Gitogi must provide the specific information; this general policy does not replace it.
7.4. Incidents and remedies
The Client shall report material malfunctions, anomalies or incidents to Gitogi without undue delay, providing the necessary information without excessive personal data. Where there is a concrete risk to people, data or systems, it shall stop the affected use to the extent necessary and cooperate in addressing the problem.
Gitogi and the Client shall each fulfil their own statutory reporting obligations. Where personal data processed on the Client's behalf is involved, the DPA also applies.
Breaches and risks are subject to the remedies provided by law and the Contract. Services may be suspended only where those provisions permit, with proportionate scope and duration. This policy does not introduce automatic termination for every breach.
Contractual liability is governed by clause 27 of the Terms and Conditions, within legal limits. Both parties' mandatory obligations and Article 1229 of the Italian Civil Code remain unaffected.
8. Reports and contacts
To report misuse, an error or a risk, email info@gitogi.com, identifying the system and briefly describing what happened. Do not send credentials or unnecessary personal data.
For information about Gitogi's AI use, see AI Transparency. For personal data and associated rights, see the Privacy Policy.
9. Updates and applicable version
Gitogi may update this policy to reflect its systems, risks and applicable law, stating the date of the new version.
For the chat, updates apply to use after publication and do not legitimise processing requiring further information or consent.
For client projects, the version incorporated into the Contract applies. Changes follow clause 34 of the Terms and Conditions; publication alone does not automatically amend existing contracts. Mandatory obligations apply from their respective statutory dates.
This English version is provided for convenience. In the event of any inconsistency or difference in interpretation, the Italian version prevails, subject to mandatory law.