Zia Acceptable Use Policy
Zia is a built-in AI that brings intelligent capabilities to Zoho WorkDrive. This Policy defines how Zia may be used, what responsibilities users hold, and what uses are not permitted. It works alongside the Zia Principles and Zoho's Terms of Service.
*These use policies are subject to periodic update.
Use of Third-Party AI Providers (BYOK)
By default, Zia uses Zoho's in-house LLM, which runs within Zoho's infrastructure. Admins may optionally configure a third-party provider (such as OpenAI) via a Bring Your Own Key (BYOK) setup. When using Zia via a third-party provider (BYOK), the respective provider's usage policy applies. Admins can enable or disable any provider at any time from the Admin Console.
Intended use
Zia in WorkDrive is designed to assist with:
- Smart search — search by file name, content, or objects in images; query across documents for direct answers
- Content generation — generate text from prompts, create AI images, or auto-generate cover art for media files
- Collaboration — enhance and translate comments across 70+ languages
- Document intelligence — summarize files, extract key points, transcribe audio/video, and run Q&A with source citations
User responsibilities
- Understand that Zia outputs are assistive and may contain errors. Do not rely solely on AI output for critical decisions.
- Do not submit PII, privileged, or confidential third-party data without assessing your obligations under applicable law.
- Review AI-generated output before acting on it or sharing it externally.
- If using BYOK, admins are responsible for reviewing and complying with the third-party provider's data terms.
- Inform end users within your organization about active AI features.
- Comply with applicable data protection and AI regulations (including GDPR, HIPAA, and the EU AI Act).
Prohibited use
The following uses are not permitted. This list reflects applicable law and is not exhaustive.
Automated high-risk decisions without human review
- Employment decisions — hiring, firing, or promotion based solely on AI output
- Healthcare — diagnosis, treatment recommendations, or medical image analysis
- Finance — loan approvals, credit scoring, investment advice, or fraud determination
- Legal — legal advice, patent generation, or contract analysis without qualified review
- Education — admissions or student assessments based solely on AI output
Illegal or harmful activities
- Generating harassing, abusive, violent, or hateful content
- Creating malware, phishing materials, or tools for unauthorized system access
- Producing disinformation, spam, or deceptive content
- Misrepresenting AI-generated content as original human work
- Any activity illegal in the user's jurisdiction
Circumventing safety controls
- Bypassing or disabling Zia content filters
- Crafting prompts designed to make the AI behave contrary to this Policy
- Attempting to extract model system prompts, training data, or configurations
Discrimination based on protected characteristics
Zia should not be used to make decisions that discriminate against individuals based on characteristics protected under applicable law(s), including but not limited to:
- Race, color, ethnicity, religion, sex, gender identity, or sexual orientation
- Age, disability, medical condition, national origin, or genetic information
- Veteran or military status, citizenship, or ancestry
Accuracy and intellectual property
Zia outputs are assistive only and may contain errors or omissions. Zoho does not claim ownership of AI-generated content in WorkDrive. Users are responsible for verifying that outputs do not infringe third-party intellectual property rights before using them externally.
Limitation of liability
Zoho makes no guarantees regarding the accuracy or suitability of AI-generated output. Zoho disclaims liability for damages arising from reliance on Zia content. Users remain responsible for how they use, share, and act on AI output.
Policy updates
Zoho may update this Policy to reflect regulatory or vendor changes. Material updates will be communicated per your customer agreement terms.
For assistance, please contact WorkDrive support:
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