This AI Usage Policy explains how Hafinen Limited (“Hafinen”, “we”, “us”, or “our”) provides and governs artificial intelligence (“AI”) features within the Hafinen platform.
This Policy applies to all customers, administrators, employees, recruiters, candidates, and authorized users who access or use AI-assisted functionality within Hafinen’s Services.
This Policy should be read together with our Terms of Service, Privacy Policy, Data Processing Addendum (DPA), and Security Overview.
Hafinen uses AI to enhance workplace efficiency, decision support, and operational workflows.
AI features may support candidate screening, resume analysis, job matching, policy drafting, document summarization, internal knowledge retrieval, workforce analytics, regulatory intelligence updates, compliance assistance, research workflows, productivity suggestions, and internal collaboration support.
AI is intended to assist human decision-making, not replace it.
Customers remain fully responsible for all business, employment, legal, payroll, recruitment, and compliance decisions made using Hafinen.
Users must independently review AI-generated outputs before acting on them.
This includes hiring decisions, promotions, disciplinary actions, payroll approvals, compliance filings, legal policy adoption and terminations.
AI outputs should not be treated as final or authoritative.
AI-generated outputs may include suggestions related to HR policies, labour workflows, compliance processes, payroll structuring, and operational practices.
These outputs do not constitute legal advice, tax advice, regulatory advice, financial advice, and employment advice.
Customers should consult qualified professionals where necessary.
AI systems may produce inaccurate, incomplete, biased, outdated, or misleading outputs.
This may occur because of incomplete input data, ambiguous prompts, outdated regulatory information, model limitations, and contextual misunderstandings.
Hafinen does not guarantee the accuracy, completeness, or suitability of AI outputs.
Where AI is used in recruitment:
Customers are solely responsible for ensuring lawful and fair use of AI-assisted recruitment tools.
Customers must not rely exclusively on AI for employee discipline, promotion decisions, compensation decisions, termination decisions, and performance ratings.
Material workforce decisions should involve human oversight.
Hafinen is committed to improving fairness in AI-assisted workflows.
However AI may inherit biases from input data, customer-provided data quality affects output quality, and AI recommendations may not be neutral.
Customers should review outputs for fairness and legal compliance.
Where AI features are enabled, Hafinen may process Customer Data solely to provide AI functionality for that Customer.
Unless explicitly authorized Hafinen will not use Customer Personal Data to train generalized public AI models.
Hafinen may use anonymized data, aggregated insights, and de-identified usage patterns for service improvements and AI optimization.
Customers should exercise caution when submitting highly sensitive information into AI workflows.
This includes health data, criminal records, protected category information, highly confidential legal matters, and trade secrets.
Customers remain responsible for ensuring lawful processing.
Where Hafinen provides AI-assisted regulatory updates or compliance alerts such outputs are informational only. They may not reflect the latest legal developments and should be independently verified.
Hafinen does not guarantee legal completeness or jurisdictional accuracy.
AI-powered knowledge systems may summarize company policies, internal documentation, employee handbooks, training materials, and compliance documents.
Customers remain responsible for ensuring underlying source materials are accurate and current.
Customers may not use Hafinen AI features to make unlawful discriminatory decisions, conduct unlawful surveillance, generate harmful or abusive content, violate labour laws, violate privacy laws, infringe intellectual property rights, impersonate individuals, generate fraudulent documentation, and perform unlawful profiling.
Violation may result in suspension or termination.
AI features may change, improve, be limited, or be withdrawn at any time.
Hafinen does not guarantee uninterrupted availability of AI features.
To the maximum extent permitted by law:
Hafinen shall not be liable for decisions made by customers based on AI-generated outputs.
Customers assume full responsibility for reviewing and acting on AI-assisted recommendations.
Hafinen Limited 107 Lower Kabete Road Westlands, Nairobi, Kenya Legal: [email protected]AI Governance: [email protected]
