AI Transparency & Fair Use Policy

Last updated: February 8, 2026

This policy explains how AI works in Itinera Planner, what you can expect from it, and how to use it responsibly.

1. How Our AI Works

Itinera Planner uses advanced language models (powered by OpenAI) to create conversational AI agents for travel agencies. Here's what you need to know:

Your Data Powers Your Agent: Each AI agent responds based on information you provide - your tour descriptions, destinations, pricing, and other business details. The AI does not have access to external booking systems, real-time availability, or information beyond what you configure.

No Model Training: Your conversations and business data are NOT used to train AI models. We use OpenAI's API, which has a strict policy against using API data for model training.

2. What AI Can Do

• Answer questions about your tours, destinations, and services based on information you provide
• Provide general travel information and recommendations
• Guide customers through initial inquiries
• Respond in multiple languages
• Maintain context within a conversation

3. What AI Cannot Do

• Access real-time booking systems or check live availability
• Process payments or complete bookings
• Guarantee pricing accuracy (prices may change)
• Access information not provided in your agent configuration
• Remember conversations after a chat session ends
• Handle emergencies or urgent travel situations

4. Accuracy Limitations

AI responses may contain errors. Large language models can:

• "Hallucinate" - generate plausible-sounding but incorrect information
• Misinterpret questions or provide incomplete answers
• Give outdated information if your agent data hasn't been updated
• Make calculation errors with pricing or dates

For agencies: Always review AI interactions periodically and ensure human agents verify critical information before bookings.

For end users: AI responses are for informational purposes. Please confirm all details (pricing, availability, inclusions) with a human representative before booking.

5. Token Usage and Limits

AI usage is measured in "tokens" - units that represent pieces of text. Both questions and answers consume tokens.

What affects token usage:

• Length of conversations
• Complexity of your agent's configuration
• Amount of context the AI needs to reference
• Number of conversations your agent handles

Each subscription plan includes a monthly token allocation. You can monitor your usage in your dashboard.

6. Rate Limiting

To ensure fair access for all users, we implement rate limiting:

• Maximum requests per minute per agent
• Maximum concurrent conversations
• Daily and monthly token limits based on your plan

If limits are reached, conversations may be temporarily paused or responses may be delayed.

7. Why Chats May End Unexpectedly

Conversations may end or be interrupted due to:

• Token limit reached: Very long conversations may hit context limits
• Rate limiting: Too many requests in a short period
• Monthly quota exhausted: Your plan's token allocation is used up
• Technical issues: Temporary service disruptions
• Content filtering: Requests that trigger safety systems

If a chat ends unexpectedly, users can start a new conversation or contact your agency directly.

8. Fair Use Requirements

To maintain service quality for everyone, you agree to:

• Use the Service only for legitimate travel agency customer support
• Not attempt to extract or reverse-engineer the AI system
• Not use automated tools to generate excessive requests
• Not share account access or resell the Service
• Keep your agent information accurate and up-to-date
• Monitor your agent's responses for accuracy

9. AI Is Not a Replacement for Human Agents

This is important: Itinera Planner AI agents are designed to assist and augment your customer service - not replace it entirely.

You should always:

• Have human agents available for complex inquiries and escalations
• Provide clear ways for customers to reach a human representative
• Review AI conversations to ensure quality and accuracy
• Handle all bookings, payments, and confirmations through proper channels
• Take responsibility for verifying AI-provided information

The AI is a helpful first point of contact, but human expertise and judgment remain essential for running a successful travel agency.

10. Transparency to End Users

We encourage you to be transparent with your customers about the AI nature of your agents. End users should understand they are interacting with an AI assistant, not a human.

11. Contact Us

If you have questions about this policy or our AI practices, contact us at support@saasykit.com.