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Polish-Japanese Academy
of Information Technology
ul. Koszykowa 86; 02-008 Warsaw

Introduction

This document constitutes a set of binding legal terms governing the use of the “Migo” conversational system, which operates based on advanced large language model (LLM) technology. The primary purpose of the Migo system is to counter the spread of false information on migration issues within the European Union and the Republic of Poland. Before using the service, we recommend reviewing the following terms and conditions in detail.

1. Purpose of the “Migo” Chatbot

  1. The “Migo” chatbot has been developed primarily to deliver verified, reliable information on migration and to combat misinformation in this area. The system aims to support users in accessing trustworthy sources and to prevent the spread of false or misleading content.
  2. Anonymized data on the chatbot’s usage may be used for statistical analysis for research purposes.

2. Nature of Generated Responses

  1. The Migo chatbot uses advanced artificial intelligence and language model technology to generate real-time responses based on available training data.
  2. Despite robust verification mechanisms, the responses generated may not always be entirely accurate, complete, or up to date. Users should treat the provided information as a starting point for further verification, especially when making important decisions.
  3. The Migo chatbot does not replace professional legal, medical, financial, or other expert advice. If specialist consultation is required, users should contact a qualified professional in the relevant field.

3. Prohibited Uses

  1. It is strictly forbidden to use the Migo chatbot for the following purposes:
    • Creating, sharing, or promoting unlawful content, including hate speech, discriminatory content, incitement to violence, or violations of personal dignity
    • Obtaining instructions related to illegal activities
    • Impersonating another person or entity
    • Spreading disinformation or misleading content
    • Automatically scraping data or abusing the chatbot interface
    • Attempting to bypass system security or moderation mechanisms
    • Infringing on third-party intellectual property rights
    • Using the chatbot for commercial purposes without prior approval
  2. We reserve the right to deny service or temporarily/permanently block access for users who violate these rules.

4. Personal Data Protection

  1. Data controller: The Polish-Japanese Academy of Information Technology is the controller of personal data processed in connection with the use of the Migo chatbot. For data protection inquiries, contact the Data Protection Officer at iod@pja.edu.pl.
  2. Scope of processed data: When using the Migo chatbot, the following data may be processed:
    • Content of user queries and conversations
    • User IP address
    • Device and browser information
    • Cookies and similar technologies
    • Usage data
  3. Purpose of data processing: Personal data is processed to:
    • Provide chatbot services and respond to user queries
    • Improve chatbot performance and response quality
    • Ensure system security and prevent misuse
    • Defend against potential claims
  4. Legal basis for processing:
    • User consent provided via the preferences panel (Art. 6(1)(a) GDPR)
    • Legitimate interest of the data controller to provide the chatbot service, ensure its security, and handle related claims (Art. 6(1)(f) GDPR)
  5. Data retention period:
    • Until potential claims expire, but no longer than 2 years
    • Until the user withdraws consent
  6. User rights under GDPR:
    Depending on the purpose and legal basis, users have the right to:
    • Access their data
    • Rectify data
    • Delete data
    • Restrict processing
    • Data portability
    • Object to processing
    • Withdraw consent
    • File a complaint with the data protection authority (President of the Personal Data Protection Office)
  7. Data recipients: Data may be shared with:
    • Entities processing data on behalf of the controller
    • Government authorities based on legal provisions
    • Other entities when necessary to protect the controller’s rights
  8. Transfer of data outside the EEA: If data is transferred outside the European Economic Area, appropriate safeguards will be ensured in accordance with GDPR requirements.

5. Cookie Policy

  1. The Migo chatbot uses cookies and similar technologies to ensure proper operation, personalize user experience, and collect statistical data.
  2. Types of cookies used:
    • Essential cookies – required for the chatbot’s basic functions
    • Analytical cookies – used to analyze how users interact with the chatbot
    • Functional cookies – store user preferences
  3. Cookie management: Users can manage cookie settings via their browser or the preferences panel provided with the service.

6. Accuracy of Information

  1. Despite all efforts to ensure the accuracy and timeliness of Migo’s responses, we cannot guarantee complete correctness or completeness.
  2. The chatbot’s responses are based on training data that may not reflect the latest events or legal changes. Knowledge update cutoff date: March 31, 2025.
  3. In the event of discrepancies between chatbot responses and official sources, official sources take precedence.

7. Limitation of Liability

  1. We are not liable for:
    • Any direct, indirect, incidental, consequential, or special damages resulting from use of the chatbot
    • Inaccuracies, errors, or omissions in the chatbot’s responses
    • Service unavailability or malfunction
    • Decisions made based on chatbot information
    • Unauthorized use of chatbot-generated content

8. Intellectual Property Rights

  1. The “Migo” chatbot, its source code, design, logo, and all content excluding user-generated responses are the intellectual property of the Polish-Japanese Academy of Information Technology and are protected by copyright and other applicable laws.
  2. Users may only use chatbot responses for personal use. Commercial use, modification, distribution, or publication requires prior written permission.
  3. Quoting chatbot responses is permitted as long as the source is acknowledged and the quotation does not mislead as to the nature or origin of the content.

9. Changes to Terms of Use

  1. The Polish-Japanese Academy of Information Technology reserves the right to modify these terms at any time.
  2. Users will be notified of significant changes via the chatbot interface or other appropriate means.
  3. Continued use of the chatbot after changes constitutes acceptance of the new terms.

10. Governing Law and Jurisdiction

  1. These terms are governed by Polish law.
  2. Any disputes arising from use of the Migo chatbot will be resolved by the courts with jurisdiction over the seat of the Polish-Japanese Academy of Information Technology, unless otherwise required by mandatory law.

11. Final Provisions

  1. If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall remain in effect.
  2. These terms constitute the entire agreement between the user and the Polish-Japanese Academy of Information Technology regarding the use of the Migo chatbot.
  3. For questions or concerns regarding these terms, contact: migo@pja.edu.pl.

Last Updated: 10.04.2025

Polish-Japanese Academy of Information Technology
ul. Koszykowa 86; 02-008 Warsaw
NIP 5262160983, REGON 010816248
Phone: 22 584 45 00

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