AI Usage Policy

1. Purpose of This Policy

Vera Menu uses AI-assisted tools and automation to help restaurants convert menu materials and business details into structured, searchable, and machine-readable information. This policy describes the types of AI-supported processing we may use, the limits of those workflows, and the customer responsibilities that apply when using our services.

2. How We Use AI-Assisted Tools

We may use AI-assisted tools, machine learning systems, and automation to support service delivery, including to:

• Extract text and item details from menus, PDFs, images, scans, spreadsheets, websites, and related source materials.
• Normalize menu items, prices, categories, descriptions, modifiers, dietary tags, allergens, availability notes, and business details.
• Draft, clean, classify, enrich, or reformat restaurant and menu content for structured data, public menu pages, schema markup, and publishing workflows.
• Identify possible inconsistencies, missing fields, duplicate entries, formatting issues, or content that may need customer review.
• Improve internal operations, quality control, support workflows, documentation, and product functionality.

3. Human Review and Customer Approval

AI-assisted outputs may be incomplete, inaccurate, outdated, or inconsistent with a restaurant's actual offerings. Vera Menu may review, edit, or validate outputs as part of our service process, but customers remain responsible for reviewing and approving final menu data, pricing, descriptions, hours, dietary information, allergen statements, and other customer-facing business details before publication or use.

We do not treat AI-generated or AI-assisted output as automatically final. If information affects consumer safety, dietary restrictions, allergens, pricing, availability, legal claims, or regulated disclosures, customers should verify it carefully before approving publication.

4. Customer Content and Permissions

Customers may provide menu files, restaurant details, images, business information, brand materials, and related content for processing. By submitting that content, customers represent that they have the rights, permissions, and authority needed for Vera Menu to process it using the workflows described in this policy, our Privacy Policy, our Terms of Service, and any applicable written agreement.

We require customer authorization before publishing, syndicating, submitting, or promoting protected customer menu materials or business data to public websites, search engines, AI assistants, directories, discovery tools, or similar internet-facing destinations.

5. Third-Party AI and Technology Providers

Vera Menu may use third-party service providers, including AI, OCR, data processing, hosting, analytics, security, communications, and infrastructure providers, to operate our services. These providers may process customer content or related information only as needed to support the requested services, maintain our systems, comply with law, or protect rights and security.

Third-party providers are not controlled by Vera Menu, and their systems, policies, and retention practices may vary. We use commercially reasonable care when selecting providers and configuring workflows, but we cannot guarantee that third-party systems will be error-free or uninterrupted.

6. Public AI Search and Discovery

Some Vera Menu services are designed to make approved restaurant and menu information easier for search engines, AI assistants, and other discovery systems to understand. When a customer authorizes public publishing or distribution, Vera Menu may prepare and publish approved information in formats intended to improve machine readability, such as structured menu pages, schema markup, metadata, sitemaps, and related public assets.

Once approved content is published or distributed to third-party platforms, search engines, AI systems, crawlers, caches, or directories, Vera Menu may not be able to control how those third parties index, store, summarize, display, train on, or remove that information.

7. Prohibited Uses

Customers may not use Vera Menu services or AI-assisted workflows to:

• Submit content they do not have the right to process, modify, or publish.
• Create or publish false, misleading, deceptive, unlawful, infringing, or harmful restaurant or menu information.
• Misrepresent allergens, dietary attributes, ingredients, prices, availability, health claims, certifications, or other material consumer information.
• Attempt to reverse engineer, compromise, overload, scrape, or misuse Vera Menu systems or third-party provider systems.
• Use outputs without appropriate review where errors could affect consumer safety, legal compliance, or customer trust.

8. Data Security and Retention

We use reasonable administrative, technical, and organizational measures designed to protect information processed through AI-assisted workflows. No system is completely secure, and AI-assisted processing may require transmitting information through service providers or infrastructure used to deliver the requested services.

We retain information for as long as reasonably necessary to provide services, maintain business records, improve operations, resolve disputes, enforce agreements, comply with legal obligations, and support legitimate operational needs.

9. Limitations

AI-assisted tools are probabilistic and may generate incorrect, incomplete, or unexpected results. Vera Menu does not guarantee that AI-assisted workflows will produce perfect extraction, classification, enrichment, ranking, traffic, citations, search visibility, AI assistant references, or business outcomes.

10. Changes to This Policy

We may update this AI Usage Policy from time to time. When we do, we will post the revised version on this page and update the effective date above. Material changes may also be communicated through other reasonable methods.

11. Contact

If you have questions about this AI Usage Policy, contact Vera Menu at [email protected] or +1 (614) 288-4412.