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Customer Acknowledgment and Data Usage Terms for FM Agent ​

1. Overview ​

By enabling FM Agent, you authorize DB Services to process, store, and transmit Customer Data and chat interactions as necessary to operate, maintain, secure, and improve the FM Agent service.

FM Agent operates as an intermediary service between your FileMaker solution and a third-party AI provider. FM Agent processes and stores limited operational data, including:

  • Chat logs (if enabled)
  • User identifiers
  • Configuration data
  • Diagnostic information necessary to provide and maintain the service

FM Agent does not independently replicate or persist full database records unless such data is explicitly included in a user interaction.

Chat transcript storage is configurable. Customers may disable storage of chat transcripts within the FM Agent interface. When disabled, chat prompts and AI-generated responses are not retained on DB Services’ systems beyond what is technically necessary to process the live request.

1A. Definition of Customer Data ​

“Customer Data” means any information, content, or data contained in your FileMaker solution, including records, fields, attachments, notes, or other materials that you choose to submit via FM Agent.

2. Data Collected and Transmitted ​

FM Agent stores limited operational data necessary to provide and maintain the service. This may include:

  • Chat logs (including prompts and AI-generated responses), if chat transcript storage is enabled
  • Basic user identifiers
  • Configuration data
  • Diagnostic metadata

FM Agent does not independently replicate or persist full database tables or record sets from your FileMaker solution. Recorded data is only transmitted to the AI provider if it is explicitly included in a user-initiated prompt or interaction.

During a user session, FM Agent may transmit the following information to the AI provider:

  • Database schema metadata (table names, field names, and field descriptions) to enable contextual understanding
  • User-provided content included in a chat message, field note, or prompt
  • Relevant configuration metadata required for request processing

Operational logs and chat transcripts are retained on DB Services’ systems to support functionality, debugging, service continuity, and improvement.

2A. Customer Data Responsibility ​

You are solely responsible for:

  • The content you submit to FM Agent and the AI provider
  • Ensuring that you do not transmit personally identifiable information (PII), protected health information (PHI), confidential data, or other regulated data unless you have appropriate permissions and agreements in place with the AI provider
  • Compliance with all applicable laws, including HIPAA, GDPR, FERPA, and other data protection regulations

You acknowledge that DB Services does not review, moderate, or filter content you send to the AI provider.

DB Services acts solely as a service provider and processor of Customer Data on behalf of the customer and does not use Customer Data for purposes unrelated to providing and improving FM Agent.

2B. Chat Transcript Controls ​

Customers may disable chat transcript storage at any time within the FM Agent interface. When disabled, FM Agent will not retain chat prompts or AI-generated responses on DB Services’ systems beyond what is required to process the immediate request.

Customers may also delete all previously stored chat transcripts directly within the FM Agent interface. Upon deletion, chat transcripts are permanently removed from DB Services’ active systems, subject to standard backup retention cycles.

Database schema metadata, including table names, field names, and field descriptions, is retained as necessary to enable contextual AI queries and is not affected by chat transcript deletion.

3. Data Storage and Security ​

FM Agent stores limited operational data on DB Services’ systems, which may include:

  • Chat transcripts (if enabled)
  • Basic user identifiers
  • Configuration data
  • Database schema metadata
  • Diagnostic metadata necessary to provide and maintain the service

FM Agent does not independently replicate or persist full database tables or complete record sets from your FileMaker solution.

Data transmitted to the AI provider is encrypted in transit using industry-standard security protocols, including HTTPS and TLS.

The AI provider’s handling, storage, and retention of transmitted data are governed by the AI provider’s own terms and privacy policies. DB Services does not control, audit, or guarantee the AI provider’s internal security or data retention practices.

DB Services maintains administrative, technical, and organizational safeguards designed to protect stored operational data against unauthorized access, disclosure, or loss.

Data stored by FM Agent on DB Services’ systems is governed by these terms.

4. Data Retention ​

DB Services retains limited operational data generated through FM Agent, which may include:

  • Chat transcripts (if transcript storage is enabled)
  • Basic user identifiers
  • Configuration data
  • Database schema metadata
  • Diagnostic metadata necessary to provide and maintain the service

DB Services does not independently replicate or persist full database tables or complete record-level datasets from your FileMaker solution.

Chat transcripts are retained only if transcript storage is enabled and are retained for as long as necessary to:

  • Provide the service
  • Support customer requests
  • Maintain security
  • Improve functionality

Chat transcripts may be deleted:

  • By the user through the FM Agent interface
  • Upon customer request
  • When required by law

Customers may disable transcript retention and delete stored transcripts at any time within the FM Agent interface. Deletion applies to stored transcripts on DB Services’ active systems and does not affect schema metadata required for system operation.

Users can request that their data be deleted at:

https://dbservices.com/contact

Data transmitted to the AI provider may be retained according to the AI provider’s own policies and terms, which are outside the control of DB Services.

5. Usage Limitations ​

You acknowledge and agree that:

  • FM Agent has no capability to create, modify, delete, or update records in your FileMaker database
  • AI-generated responses are provided for convenience and may contain errors or omissions
  • You are responsible for verifying any information before use
  • You are solely responsible for ensuring compliance with applicable privacy and data protection laws when using FM Agent with sensitive or regulated data
  • You are responsible for reviewing and validating AI-generated outputs before relying on them in business operations or decision-making
  • You will not use FM Agent in violation of applicable laws or to generate unlawful, harmful, or abusive content

6. AI Interaction Disclaimer ​

FM Agent uses AI to generate responses based on your schema metadata and chat history.

AI-generated responses:

  • Are generated as needed and are not updated in real time
  • May not reflect complete or accurate information
  • Should not be considered professional, legal, or financial advice
  • Are not a substitute for professional judgment

DB Services does not use Customer Data or chat transcripts to train general artificial intelligence models.

7. Consent ​

By clicking “I Acknowledge and Continue”, you confirm that:

  • You are authorized to connect this FileMaker file to FM Agent
  • You consent to the collection, processing, and transmission of Customer Data and chat interactions
  • You consent to the storage of chat transcripts if transcript storage is enabled within your configuration
  • You understand the limitations of AI-generated responses and assume responsibility for how the results are used

8. Third-Party AI Provider ​

FM Agent connects to a third-party AI service, such as OpenAI. Your use of that service is also subject to the AI provider’s terms of service and privacy policy.

DB Services does not control, guarantee, or assume responsibility for how the AI provider processes or retains data transmitted through FM Agent.

DB Services is not responsible for the content, accuracy, availability, or outputs of the third-party AI provider.

9. Service Availability ​

FM Agent relies on third-party AI services that may change, limit, or discontinue access at any time. DB Services is not liable for interruptions, changes, or termination of AI service access.

DB Services may update, modify, or enhance FM Agent functionality at any time to improve performance, security, or compatibility.

10. No Warranty ​

FM Agent is provided “as is” and “as available.” DB Services disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.

11. Limitation of Liability ​

To the maximum extent permitted by law, DB Services shall not be liable for any indirect, incidental, consequential, or special damages arising from use of FM Agent, including but not limited to data loss, business interruption, or reliance on AI-generated responses.

In no event shall DB Services’ total aggregate liability exceed the amounts paid by Customer for FM Agent during the twelve (12) months preceding the claim.