PropFuel, LLC Artificial Intelligence Policy

Policy Owner: PropFuel, LLC
Effective Date: March 2, 2026

1. Purpose

PropFuel, LLC (“PropFuel,” “we,” “us,” or “our”) is committed to the responsible use of artificial intelligence (AI) within our platform. This policy establishes our framework for deploying and managing AI technologies, ensuring accountability, security, privacy, and transparency. We are dedicated to deploying AI that is explainable, auditable, and subject to appropriate human oversight.

2. Scope

This policy applies to:

• All AI-powered features within the PropFuel platform, including AI-assisted segment building, AI-generated summaries, and AI-powered contextual insights
• Integration of third-party AI models and inference providers
• All PropFuel personnel involved in AI development and operations
• All processes related to AI system deployment, monitoring, and data handling

3. Policy

3.1 Strategic Alignment

PropFuel is an Insights and Engagement platform that helps organizations collect feedback, measure sentiment, and drive meaningful conversations with their audiences. Our AI capabilities support this mission by enabling users to build audience segments using natural language, generating human-readable summaries of complex filter criteria, and producing contextual insights about campaigns and organizational data. All AI features are designed to augment human decision-making, not replace it.

3.2 Guiding Principles

PropFuel’s AI deployment follows these core principles:

• Transparency: Users are informed when features are powered by AI. AI outputs include context so users understand the basis for generated content. We do not make “black box” decisions.
• Privacy and Security: We minimize the data sent to AI providers. No individual contact information (names, emails, or personal identifiers) is transmitted to third-party AI services. All AI inference is routed through providers that offer Zero Data Retention (ZDR), ensuring that no prompt data is logged, stored, or used for model training by the provider.
• Accountability: All AI interactions are logged internally with full audit trails, including the model used, prompts sent, responses received, and token usage.
• Human Oversight: AI-generated outputs are presented as suggestions and tools for users. Users maintain full control to review, modify, or discard AI-generated content.
• Fairness: AI features operate on aggregate and metadata-level information, reducing the risk of bias against individual contacts or respondents.
• Data Minimization: We send only the minimum data necessary for each AI operation. Individual-level data is aggregated before being included in any AI prompt.

3.3 AI Features

PropFuel deploys AI for the following capabilities:

• Contextual Insights: AI generates descriptive context for campaigns, survey questions, and organizational data based on campaign and organizational metadata as well as aggregate statistics such as response rates, delivery metrics, and engagement trends. These insights help users interpret their data more effectively.
• AI-Generated Summaries: Complex segment filter configurations are summarized into plain-language descriptions to help users understand and verify their audience criteria.
• AI Signal Discovery: AI analyzes engagement data and contextual metadata to automatically recommend meaningful signals and patterns, helping users surface actionable insights from their data.
• AI-Assisted Segment Building: Users can describe audience segments in natural language, and AI translates those descriptions into structured filter criteria. The AI has access to available filter types, campaign metadata, and organization field definitions—but not individual contact records.

3.4 AI Providers and Model Usage

PropFuel integrates with multiple AI providers through a unified abstraction layer. We select models based on the specific requirements of each feature, balancing capability, speed, and cost. The models currently in use include:

• OpenAI: GPT-OSS 120B
• Anthropic: Claude Sonnet 4.6
• Google: Gemini 3 Flash
• Embeddings: OpenAI Text Embedding 3 Small

All API calls to third-party AI providers are routed through inference endpoints configured for Zero Data Retention (ZDR). This means:

• No prompt or completion data is logged by the inference provider
• No customer data is used to train, fine-tune, or improve provider models
• Data is processed in-transit for inference only and is not persisted by the provider

All AI inference calls are routed through OpenRouter, a unified inference gateway, to enforce Zero Data Retention policies consistently across all providers.

3.5 Data Handling

Data sent to AI providers:

• Campaign metadata (names, types, schedules, question text)
• Aggregate statistics (response rates, delivery metrics, engagement counts)
• Organization field definitions and aggregate value distributions
• Segment filter configurations and criteria descriptions
• User-provided natural language queries for segment building

Data NOT sent to AI providers:

• Individual contact names or email addresses
• Personal identifiers of any kind
• Authentication credentials or access tokens

3.6 Internal Logging and Auditing

PropFuel maintains internal logs of all AI interactions. These logs include the AI model used, the full prompt sent, the response received, and token usage metrics. These logs are stored securely within our infrastructure and are used for debugging, performance monitoring, and audit purposes. They are not shared with third parties.

3.7 Known Limitations

• AI output accuracy depends on the quality and completeness of input data
• AI-generated segments and summaries should be reviewed by users before acting on them
• Analysis is limited to data available within the PropFuel platform
• AI features process text-based input only and may not capture full business context
• Outputs are subject to the inherent limitations of the underlying AI models

4. Roles and Responsibilities

Role	Responsibility
Leadership	Approves AI strategy and expenditures; oversees AI risk management; aligns AI policy with business objectives.
Engineering	Implements AI features and security controls; conducts risk assessments; monitors AI system performance; ensures Zero Data Retention compliance across providers.
Operations	Policy oversight; compliance management; ensures staff are trained on AI capabilities and limitations; manages third-party AI vendor relationships.

5. Data Protection and Privacy

PropFuel’s AI features are designed with privacy as a foundational principle:

• No individual personal data is sent to third-party AI providers
• All data shared with AI providers is limited to aggregate statistics and metadata
• AI providers operate under Zero Data Retention agreements—no prompt data is stored or used for training
• PropFuel does not use customer data to train, fine-tune, or develop AI models
• All AI data processing adheres to our Privacy Policy and applicable data protection regulations

6. Security

PropFuel implements security measures to protect AI-related data processing:

• All communications with AI providers are encrypted in transit via TLS
• API keys and credentials for AI services are stored securely and rotated regularly
• Access to AI logs and configuration is restricted to authorized personnel
• AI inference is routed through providers with Zero Data Retention to prevent data exposure
• Internal AI logs are subject to the same security controls as other platform data

7. Transparency

PropFuel is committed to being transparent about our use of AI:

• AI-powered features are clearly identified within the platform
• This policy is publicly available and will be updated as our AI capabilities evolve
• Users can contact us with questions about how AI is used in any specific feature
• AI outputs are presented with context so users can evaluate and verify them

8. Policy Updates

This policy will be reviewed and updated as our AI capabilities, provider relationships, and regulatory requirements evolve. Material changes will be communicated to customers. The effective date at the top of this document reflects the most recent update.

9. Contact

Questions or concerns about this policy or PropFuel’s use of AI may be directed to support@propfuel.com.

Version History

Version	Date	Description
1.0	March 2, 2026	Initial version