Policy 2
ACCEPTABLE USE & RESPONSIBILITY POLICY
Effective: January 1, 2026
This document defines how the Gryphyn Automations Sentinel may be used,what is prohibited, and where responsibility lies between both parties.
Jurisdiction: India
Latest Updated: 2026
The Gryphyn Automations Sentinel is built to handle inbound calls, qualify leads, and book jobs on behalf of HVAC and plumbing businesses. When used correctly, it is a highly effective tool for recovering lost revenue and growing a service business.
1. Purpose
This policy exists to ensure the system is used fairly, legally, and as intended — protecting both the Client's customers, Gryphyn Automations, and the Client themselves from misuse, liability, and reputational harm.
The Client is authorised to use the Gryphyn Automations system solely for the following purposes:
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Receiving and handling inbound calls from their legitimate HVAC or plumbing customers.
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Qualifying leads from callers who have contacted the Client's business number.
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Booking service appointments with callers on the Client's behalf.
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Handling after-hours calls that would otherwise go unanswered.
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Receiving lead notifications and performance reports from Gryphyn Automations.
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Using the system within the service area, business hours, and service categories configured during onboarding.
2. Permitted Use
The system may only be used for the business named in the Service Agreement and for the service plan purchased. Using the system for any other purpose requires prior written approval from Gryphyn Automations.
3. How We Use Your Data
The following actions are strictly prohibited. Any Client found to be engaging in prohibited use will be subject to the consequences.
3.1 Spam, Deception & Misrepresentation
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Using the system to handle calls for a business other than the one named in the Service Agreement without Gryphyn's prior written consent.
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Configuring the system to make false representations to callers — including misrepresenting the business name, services offered, pricing, or availability.
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Using the system to make unsolicited outbound calls, run telemarketing campaigns, or contact individuals who have not called the Client's business.
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Deliberately providing misleading or deceptive information to callers through the system — including false urgency, inflated pricing, or fabricated service claims.
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Using the system to collect caller data for any purpose other than following up on a genuine HVAC or plumbing service request.
3.2 Unauthorised Access & Sharing
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Sharing system access credentials, dashboard logins, or configuration access with any person who is not a named, authorised representative of the Client's business.
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Allowing a third party — including business partners, affiliates, or contractors — to access or operate the system without Gryphyn Automations' written approval.
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Transferring, sublicensing, or reselling access to the Gryphyn system to any other business or individual.
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Allowing the system to be operated by anyone other than the Client or their directly employed staff.
3.3 False or Inaccurate Business Information
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Providing false, incomplete, or materially inaccurate information during onboarding or at any subsequent point — including incorrect business hours, service areas, phone numbers, or service categories.
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Failing to notify Gryphyn Automations of material changes to the business that affect how the system operates, such as changes in service area, hours, or services offered.
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Using the system to handle calls for services the business does not actually provide.
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Allowing the system to operate with outdated configuration that results in callers being misled about availability, response times, or services.
3.4 Reverse Engineering & Intellectual Property Violations
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Attempting to access, copy, download, analyse, or replicate the underlying systems, workflows, algorithms, prompt structures, call scripts, or proprietary methods used by Gryphyn Automations.
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Using any technical means — including screen recording, network interception, or data extraction — to extract or reproduce Gryphyn Automations' proprietary technology.
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Commissioning or assisting any third party to reverse-engineer or replicate the Gryphyn system.
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Claiming ownership of, or attempting to patent or trademark, any element of the Gryphyn Automations system or methodology.
3.5 Out-of-Scope Usage
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Using the system to handle call volumes, service types, or geographic areas beyond those agreed in the Client's current Plan without upgrading or arranging overage billing. Each Plan includes a monthly minute allocation (Base: 2,000 minutes; Growth: 3,000 minutes).
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Usage beyond this allocation is subject to overage charges at the rate specified in the Service Agreement Schedule 1. Gryphyn Automations will notify the Client at 80% of monthly usage. Continued use beyond the allocation without arranging overage payment or a Plan upgrade is a violation of this policy.
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Deliberately generating or encouraging excessive call volume — including test calls, prank calls, or artificial traffic — with the intent of exhausting the monthly minute allocation.
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Operating the system outside of the business hours or coverage settings agreed during onboarding without prior written notification to Gryphyn Automations.
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Using the system in connection with any illegal, unethical, or harmful business activity.
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Using the system in a manner that brings Gryphyn Automations, its reputation, or its other clients into disrepute.
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The following table clarifies who is responsible for each aspect of the service. This exists to prevent disputes and ensure both parties know exactly what they own.
4. Responsibility Split
" Refered to the Acceptability Use Policy Given to the Client "
5. Reporting a Concern
If the Client becomes aware of any misuse of the system — whether by their own staff, a third party, or due to a technical issue — they are required to notify Gryphyn Automations promptly.
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Report via email to: connect@gryphynautomations.com (or designated support contact)
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Include in your report: What happened, when it occurred, who was involved, and any screenshots or evidence available
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Expected response time: Gryphyn Automations will acknowledge reports within 24 business hours
Gryphyn Automations treats all policy violation reports confidentially and will not disclose the reporter's identity without consent, except where required by law.
This policy is not one-sided. Gryphyn Automations also commits to the following standards of conduct:
6. Gryphyn Automations' Commitments
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Delivering the system as described in the Service Agreement, to the best of our ability.
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Handling client data and caller data responsibly, as outlined in the Data Processing & Privacy Addendum.
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Notifying the Client promptly of any technical issues that affect service delivery.
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Applying this policy fairly, consistently, and without discrimination.
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Giving the Client the opportunity to respond before taking action on moderate violations.
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Never using the Client's business information, customer data, or call content for any purpose outside of delivering the agreed service.
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Notifying the Client proactively when their monthly call minute usage reaches 80% of their Plan allocation, so the Client can make an informed decision about overage or upgrading their Plan before incurring additional charges.
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7.1 Gryphyn Automations may update this policy from time to time to reflect changes in applicable law, business practice, or service scope. The Client will be notified of any material changes with at least thirty (30) days' written notice.
7. Amendments to This Policy
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7.2 Continued use of the Gryphyn Automations service after the notice period constitutes acceptance of the updated policy. If the Client does not accept the changes, they may terminate the Service Agreement in accordance with the termination provisions therein.
Contact us at connect@gryphynautomations.com — we'll respond within 2 business days.
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