Effective Date: January 20, 2025

Legal Notice and Company Information : Tenbyte AI ("the Product") is developed and operated by Noxie Innovation (OPC) Private Limited ("the Company" or "Noxie Innovation"), a company registered in India with its registered office at: D-203, Arjun Green, Near Vardan Tower, Naranpura, Ahmedabad, Gujarat, India - 380013. Company Registration (CIN) : [U72900GJ2022OPC135927].

Introduction : This usage policy governs the use of our AI-powered document review system, which integrates Anthropic's Claude API. The policy outlines acceptable use, security requirements, and user responsibilities to ensure safe and compliant document processing.

Acceptable Use and Compliance : Our document review system is designed for legitimate document review and compliance purposes only. Users must have proper authorisation and legal rights to review all submitted documents. The system processes documents in compliance with regulatory and industry standards. Any attempt to bypass system security or gain unauthorised access is strictly prohibited.

Document Handling and Privacy : We implement end-to-end encryption for all document processing to ensure maximum security. Our system operates on a zero-retention policy, meaning all documents are automatically deleted after processing is complete. We maintain a secure, isolated processing environment and do not store any processed documents or personal information. Documents containing personal identification data, confidential information, or protected health information require proper authorisation before processing.

Content Restrictions : Users are prohibited from submitting documents that contain malicious code, security threats, or discriminatory content. We do not process documents containing unauthorised private information, false or misleading information, or any illegal content. All submitted documents must respect intellectual property rights and comply with applicable laws and regulations.

High-Risk Document Processing : Special requirements (Refer Document Security Guidelines Section Below) apply to legal documents, healthcare records, financial documents, insurance documentation, employment records, and academic records. These documents require review by qualified professionals, additional verification steps, and enhanced security measures. Users must provide proper authorisation documentation and clearly disclose the use of AI assistance in processing these documents.

System Requirements : Users must maintain a stable internet connection throughout the document review process. Only supported file formats are accepted, and users must adhere to file size limitations and processing guidelines. Any system issues should be reported promptly to our technical support team.

User Responsibilities : Users are responsible for verifying document accuracy and ensuring proper authorisation before submission. They must maintain document confidentiality and follow all security protocols. Users are required to report any suspicious activities or security concerns immediately.

AI Integration Disclosure : While the AI assists in document review, all results require human verification. The system provides Discrepancy/ Discrepancies and discrepancy/ Discrepancies recommendations only, and final decisions rest with the users and their qualified professionals.

Prohibited Activities : Users may not attempt to manipulate the AI system, share system access without authorisation, or misuse analysis results. Any attempt to bypass security measures or violate terms of service will result in immediate action.

Privacy Protection : Our privacy-first approach ensures no data retention beyond necessary processing time. We prohibit unauthorised data sharing and maintain strict security protocols. Regular security audits are conducted to maintain system integrity and data protection standards.

Enforcement : Violations of this policy may result in immediate service suspension, account termination, or legal action where applicable. We reserve the right to report illegal activities to appropriate authorities. We actively monitor system usage and investigate policy violations.

Policy Updates: This policy is subject to periodic updates to reflect changing requirements and technologies. Users will be notified of any significant changes to the policy. By using our document review system, users acknowledge and agree to comply with all aspects of this usage policy. For questions or concerns about this policy or for more information, please contact our support team.

Tenbyte AI Document Review System - User Instructions

Introduction : Welcome to the Tenbyte AI Document Review System. These instructions will guide you through the proper use of our system to ensure efficient and accurate document review processing. Please read all instructions carefully before beginning your document review process.

Pre-Review Document Preparation : Before initiating the document review process, it is essential to properly prepare your documents. Your documents must be in PDF format with clear, legible text. We require a minimum resolution of 300 DPI for scanned documents, and all text must be machine-readable. Please ensure that your documents are free from password protection or encryption, and verify that there are no corrupt or damaged files.

System Requirements : To ensure optimal performance, your system must meet certain technical requirements. You will need a stable high-speed internet connection with a minimum speed of 10 Mbps. The system works best with modern web browsers such as Chrome, Firefox, or Safari (latest versions). Please maintain adequate system memory of at least 8 GB RAM for smooth operation.

Document Submission Process : Begin by logging into the system using your authorised credentials. Select the appropriate document type category from the available options, which include technical protocols, SOPs, instrument manuals, and compliance documents. Upload your master document first, followed by any reference documents. Select the applicable regulatory framework (such as FDA, cGMP, or ISO or any other regulatory standard/s , Section of standard , or in-house reference document) that pertains to your review.

Document Security Guidelines: Protecting Sensitive Information Learn how to effectively protect confidential information more confidential when using our document review system. Follow these comprehensive steps using various tools and methods available to you.

Document Protection Guide: How to Mask Sensitive Information

Using PDF Editors :

Adobe Acrobat Pro: Use redaction tools to permanently remove sensitive text

• PDF Element: Apply redaction and text replacement features

• Foxit PDF Editor: Utilise sanitisation and redaction capabilities

• Any other PDF

Use Adobe Acrobat Pro, PDF Element, or Foxit PDF Editor to permanently redact sensitive information. These tools offer dedicated features for secure text replacement and document sanitisation.

Standardised Replacement Format:

• Replace company names with [COMPANY_1], [COMPANY_2]

• Convert personal names to [PERSON_1], [PERSON_2]

• Change email addresses to [EMAIL_1]@domain.com

• Transform phone numbers into [PHONE_1]

• Convert physical addresses to [ADDRESS_1]

Before uploading documents:

• Replace identifying names with generic placeholders like [COMPANY_NAME], [PERSON_NAME], [ADDRESS]

• Substitute email addresses with generic ones like person@example.com

• Replace phone numbers with dummy numbers like (555) 123-4567

• Replace addresses with generic locations like "123 Main Street"

Review Process : Once your documents are uploaded, the system will begin its automated review process. This typically takes approximately three minutes per document. During this time, please maintain your browser session and avoid refreshing the page. The system will analyse your documents for discrepancies and compliance gaps, generating a detailed report upon completion.

Understanding Review Results : The system generates a comprehensive compliance report that includes specific discrepancies, Discrepancy locations, impact assessments (categorised as High, Medium, or Low), and recommended corrective actions. Review these result/s carefully and save or export them as needed for your records. The system provides an overall compliance status to help you understand the document's alignment with selected regulatory standards.

Data Security and Privacy : We maintain strict security protocols throughout the review process. All documents are processed with end-to-end encryption in an isolated, secure environment. Following our zero-retention policy, documents are automatically deleted after processing is complete. We do not store any processed documents or personal information, and no data is used for AI model training or shared with third parties.

Best Practices for Usage : For optimal results, we recommend processing documents during off-peak hours. Start with smaller documents when first using the system to familiarise yourself with the process. Maintain an organised file structure and keep local backups of all documents before uploading. Review and save compliance reports promptly after they are generated.

Error Prevention and Troubleshooting : Before uploading, verify that your documents meet all format requirements and size limitations. Maintain a stable internet connection throughout the process. If you encounter any issues, our technical support team is available to assist you. Report any system issues or suspicious activities immediately through our support channels.

User Responsibilities : As a user, you are responsible for ensuring the accuracy and completeness of submitted documents. You must have proper authorisation to review all documents and maintain their confidentiality. Do not include sensitive personal information unrelated to compliance requirements. Follow all security protocols and maintain the confidentiality of your login credentials.

Contact and Support : Our support team is available to assist you with any questions or concerns. Please contact our technical support team through the provided channels for immediate assistance. Documentation and troubleshooting guides are available in our help center for reference.

Document Review System - Usage & Report Interpretation Policy:

Generated Compliance Reports require immediate transfer to your local systems, as our service does not retain any uploaded materials or reports. This ensures complete control over your sensitive information remains with your organisation. The interpretation of Compliance Reports must be performed by qualified personnel within your organisation. While our system identifies potential issues during, the final interpretation of report requires human expertise and understanding of your specific organisational context. Our system serves as an document review tool and does not make automatic corrections to your documents. The responsibility for implementing any recommended changes rests entirely with you or your organisation.

When assessing the impact of identified discrepancies, our system provides analysis based on standard compliance frameworks. However, your organisation must evaluate these findings against your specific regulatory requirements, internal policies, and other industry guidelines. The final determination of impact severity and required actions should align with your organisation's risk assessment framework.

The review system identifies potential compliance issues and provided recommendation for “How to Correct it” but cannot interpret organisation-specific policies or requirements. Your organisation remains responsible for ensuring all changes meet applicable regulatory and policy requirements.

Each implementation decision and interpretation should be documented according to You / Your organisation's policies.

Legal Notice:

The Tenbyte AI system functions solely as a review tool. Your organisation assumes full responsibility for all interpretations, implementations, and resulting outcomes.

Policy Updates:

This policy is subject to periodic updates to reflect changing requirements and technologies.

Users will be notified of any significant changes to the policy.

By using our document review system, users acknowledge and agree to comply with all aspects of this usage policy. For questions or concerns about this policy or for more information, please contact our support team.

Terms :

For the purposes of this Policy, the following terms shall have the meanings set forth below:

1. "Acceptable Use" means the legitimate use of the Document Review System for document review and compliance purposes, with proper authorisation and legal rights to review all submitted documents.

2. "AI Integration" means the integration of LLM API within the Document Review System to assist in document review processes while requiring human verification for final decisions.

3. "Company" or "Us" or "We" means Tenbyte AI, the provider of the AI-powered Document Review System and associated services.

4. "Compliance Report" means the comprehensive report generated by the System that includes specific discrepancies, their locations, impact assessments (categorised as High, Medium, or Low), and recommended corrective actions.

5. "Discrepancy" means any identified non-compliance, inconsistency, or deviation from the applicable regulatory standards, guidelines, or requirements within reviewed documents.

6. "Document Review System" or "System" means the AI-powered document review platform provided by Tenbyte AI that integrates LLM API for document processing and analysis.

7. "End-to-End Encryption" means the security measure implemented to protect documents during the entire processing cycle, ensuring that documents remain secure and confidential throughout the review process.

8. "High-Risk Documents" means legal documents, healthcare records, financial documents, insurance documentation, employment records, and academic records that require special handling, qualified professional review, additional verification steps, and enhanced security measures.

9. "Policy" means this Document Review System Usage Policy, including all its terms, conditions, and requirements.

10. "Proper Authorisation" means having the legal right and permission to review and submit documents, including any necessary approvals for processing documents containing personal identification data, confidential information, or protected health information.

11. "Supported File Formats" means the document formats accepted by the System, specifically PDF format with a minimum resolution of 300 DPI for scanned documents and machine-readable text.

12. "Technical Requirements" means the necessary system specifications for optimal performance, including a minimum internet speed of 10 Mbps, modern web browsers (Chrome, Firefox, or Safari - latest versions), and minimum 8 GB RAM.

13. "User" means any person or organisation who accesses or uses the Document Review System under proper authorisation and agrees to comply with this Policy.

14. "User Credentials" means the authorised login information provided to Users for accessing the System.

15. "Zero-Retention Policy" means the Company's practice of automatically deleting all documents after processing is complete, maintaining no stored copies of processed documents or personal information.