MoVA AI terms of use (web-based apps)

This is a legal agreement between you and Monash University (ABN 12 377 614 012) of Wellington Road, Clayton, Victoria, 3800, Australia its subsidiaries regarding your use of MoVA AI on web-based apps (“MoVA AI”), (“Agreement”).

In this Agreement, “you” and “your” means any person who accesses or uses MoVA AI. If you are under 18 years of age, or the age of majority in your jurisdiction, whichever is older:

1. you must make sure that your parent or legal guardian reads and agrees to this Agreement; and
2. references to “you” or “your” in this Agreement include your parent or legal guardian.

In this Agreement, the following definitions apply:

• “Adversarial prompting” means any technique or input designed to manipulate, override, or circumvent the intended behaviour, safety mechanisms, or content boundaries of MoVA AI, including but not limited to attempts to cause MoVA AI to produce responses that are harmful, misleading, or contrary to its intended purpose;
• “Conversation data” means any data generated through your interactions with MoVA AI, including your queries, the responses provided, and associated metadata;
• “Jailbreaking” means any attempt to bypass or disable restrictions, guidelines, or safety features built into MoVA AI in order to elicit responses or behaviours that are outside its intended scope of operation;
• “MoVA AI” means the University’s AI-powered virtual assistant that uses large language models to generate responses grounded in approved University information sources;
• “Subsidiary" means any entity that is owned or controlled, directly or indirectly, by Monash University, or has the right to operate under the University's brand pursuant to a licence, agreement, or other arrangement with the University.

By accessing or using MoVA AI, you will be assumed to have accepted these terms. If you do not wish to accept these terms, you must not access or use MoVA AI.

1. Your account

To access and use MoVA AI and its features, you must log in with a current and valid Monash University account, either directly in MoVA AI, or in a Monash University application that uses MoVA AI’s features. Your Monash University account credentials provide access to MoVA AI; no separate registration is required.

You warrant that the account details you provide to us through MoVA AI are your own account details. You acknowledge that Monash University may take such steps as it is able to take to verify the information provided. If Monash University considers (in its sole discretion) that any of that information cannot be verified, Monash University reserves the right to terminate your access to MoVA AI. You indemnify Monash University against any liability arising from its use of, or reliance on, the information supplied by you.

2. Licence

Subject to your compliance with the terms of this agreement, Monash University grants you a royalty free, non-exclusive, non-transferrable, limited licence to use MoVA AI on a device that you own or control for your personal, non-commercial use.

You must not use MoVA AI for any other purpose or do any of the following:

• use MoVA AI in a manner contrary to any documentation or instructions published by Monash University from time to time (including Monash University’s Information Technology Acceptable Use Procedure);
• copy, distribute, sell, rent, or modify MoVA AI;
• reverse engineer, decompile, disassemble, or otherwise derive or attempt to derive the source code of MoVA AI (except to the extent permitted by non-excludable applicable law), or tamper with MoVA AI in a way that disables, circumvents, or otherwise defeats any protection mechanisms within MoVA AI;
• operate MoVA AI for the benefit of, or sublicense MoVA AI to, any other person, whether as an online service, outsourced service, comparison service, or otherwise;
• remove, alter, or add to any trade mark or copyright notice or similar marking within MoVA AI;
• extract any data from any of MoVA AI’s screens, tables, or databases for use outside MoVA AI, except to the extent expressly authorised by Monash University;
• attempt to manipulate or circumvent the behaviour of MoVA AI, including through adversarial prompting or jailbreaking techniques;
• attempt to use MoVA AI to generate content that is in breach of the Student Code of Conduct, Artificial Intelligence Operations Policy, Artificial Intelligence Operations Procedure, or any other applicable University policy or procedure;
• use MoVA AI for any purpose other than obtaining information about University services, administrative processes, and student support matters.

3. MoVA AI data handling

MoVA AI uses approved University information sources, including selected Monash websites, to respond to your queries. MoVA AI is powered by large language models (LLMs) provided by Anthropic and Amazon and hosted on the Monash instance of the Amazon Web Service (AWS) platform. The following terms apply to your use of MoVA AI:

(a) Use of conversation data

Any data generated through your interactions with MoVA AI, including your queries and the responses provided (“conversation data”), may be collected, stored, and used for:

• the purposes of generating answers in MoVA;
• improving the accuracy and safety of MoVA;
• improving the student experience and enquiry resolution;
• training and improving MoVA AI and successor products;
• internal University reporting and analytics relating to student enquiry patterns and service improvements.

(b) Student record data

To provide responses relevant to your circumstances, MoVA AI may retrieve information from your student record held in Monash University’s student management system. This may include information such as your enrolment status, student type, campus, and course and unit enrolment. This information is used solely within the University’s controlled processing environment to personalise responses and is not disclosed to any third parties, transmitted to the third-party LLM providers, or used for any other purpose.

(c) Processing within Monash’s own infrastructure

Student record data retrieved to personalise your MoVA AI experience is processed within Monash University’s own infrastructure on AWS. No personally identifiable information from your student record is included in prompts sent to the third-party LLM providers. The third-party LLM providers are not provided with any student record data that could uniquely identify you.

(d) No third-party training and user responsibilities

Information and data you provide, or that is retrieved from your student record in connection with your use of MoVA AI, is not disclosed to, or used by, third parties for AI model training purposes. However, in accordance with the principles of the responsible use of AI, you should not provide personal information to the third-party LLM that could uniquely identify you, such as your name, address, student ID, or phone number. This restriction does not apply to conversations with a human agent through MoVA AI’s messaging service, where you may provide personal information requested by the agent.

(e) Accuracy of AI responses

Although MoVA AI uses only approved University information sources, AI-generated responses may be inaccurate, incomplete, or unsuitable for your specific circumstances. Before making important decisions (for example, relating to enrolments, fees, or deadlines), you should always verify the information provided by MoVA AI against official University sources.

(f) Liability

MoVA AI does not speak on behalf of Monash University. The views, opinions, and information presented through MoVA AI do not constitute an official position of the University. Monash University accepts no liability for any views, opinions, or content presented through MoVA AI.

(g) Availability and data sources

The web-based version of MoVA AI is currently available to Malaysia-based students only. The information sources available to MoVA AI are limited to selected Monash University websites and approved information sources. Monash University may expand the scope of available information sources, features, and eligible user cohorts in subsequent releases.

(h) Request to remove conversation data

If you’d like your conversation history removed from our records, contact the eSolutions Service Desk.

4. Your privacy

Monash University values the privacy of every individual’s personal information (PI) and is committed to the protection of that information from unauthorised use and disclosure except where permitted by law.

You agree that the University will handle all personal information processed through the Application in accordance with the Data Protection and Privacy Procedure and Student Data Protection and Privacy Collection Statement for students in Australia and for students in Malaysia, the Personal Data Protection Notice. The use of student data for the purpose of personalising MoVA AI responses is covered by these policies.

Where you provide the personal information of others to the University (e.g. emergency contact details), you warrant that you have obtained the consent of those individuals. If you have any questions about how Monash University is collecting and handling your PI, contact the DPPO at dataprotectionofficer@monash.edu.

5. Security

You must keep your student account details, including your username, password, or any other codes or other information that you use to log into Monash University’s computer systems as part of your use of MoVA AI (“Login Details”) secure and confidential. If you believe that your Login Details have been compromised, you must notify Monash University in writing immediately through the eSolutions Service Desk, or change them using the account management functions Monash University makes available to you for that purpose. Monash University is entitled to assume that any person gaining access to MoVA AI or Monash University’s computer systems using your Login Details is you, and you will be responsible for what that person does while using your Login Details, unless you have given Monash University reasonable prior notice that your Login Details have been compromised and new details have not yet been allocated to or selected by you. You must make sure that your computer systems are protected by up-to-date anti-virus software and take all reasonable steps to prevent any malicious software (such as “viruses”, “worms”, “cancelbots”, “trojan horses”, “phishers”, “bombs”, “trapdoors”, “spyware” or other software, data, or routines designed to disrupt or provide unauthorised access to systems or data) from being uploaded to Monash University’s systems.

6. Limits on service

This agreement does not require Monash University to develop, implement or make available MoVA AI for you or to provide any maintenance or other services in respect of MoVA AI. Monash University reserves the right at any time to change, remove, or discontinue any feature or function of MoVA AI, or all or any part of MoVA AI, either temporarily or permanently, with or without notice to you.

From time to time, Monash University may issue updates that add, modify, or remove features from MoVA AI. These updates may be applied automatically with or without notice to you. The terms of this agreement will govern any updates provided by Monash University, unless the update is accompanied by separate terms and conditions, in which case those terms and conditions will apply.

7. Responsibility for telecommunications

You acknowledge that, to operate fully, MoVA AI requires an active connection to the internet, which will cause the device through which you access MoVA AI to transmit and receive data.

You agree that:

• while Monash will make the Eduroam service available to you on campus, Monash University is not responsible for providing you with any telecommunications service or wifi network, and the relevant telecommunications service provider or wifi network operator is responsible for any issues associated with that service; and
• you must comply with the terms of any agreement with the relevant telecommunications provider or wifi network operator when using MoVA AI, and you are responsible for all data and other charges payable to any telecommunications service provider in connection with the use of MoVA AI.

8. Intellectual Property

The names, icons, words, titles, phrases, logos, trade marks or service marks, graphics or designs, and other content (together, the “Intellectual Property”) displayed on or through MoVA AI are Monash University’s property or the property of other parties and may be registered or unregistered trade marks and protected by intellectual property laws. Nothing contained in this agreement or MoVA AI should be taken as a right to use any Intellectual Property without Monash University’s written permission or the permission of the relevant third party. Monash University reserves the right to enforce its intellectual property rights through civil proceedings.

9. Third-party websites and third-party terms of use

MoVA AI may cause the device through which you access MoVA AI to display URLs or links to websites not controlled by Monash University. Those URLs or links are provided for convenience only and may not be current. Providing a URL or link should not be construed as an endorsement or approval of the third-party website by Monash University, and Monash University is not responsible for the content of third-party websites. You should review the applicable third-party’s terms and policies, including privacy and data collection practices of any website to which they navigate.

MoVA AI may also link to certain services that are provided by third parties in accordance with their own terms of use (e.g. payment services are provided by Braintree). You will be presented with these terms of use at the point where you may choose to engage with those services. MoVA AI also integrates LivePerson Messaging, which provides messaging functionality for the MoVA messaging service. By using this feature, you agree to LivePerson’s terms, including their privacy and data handling practices. MoVA AI is a separate feature from the MoVA messaging service; both are governed by these terms of use.

MoVA AI uses third-party AI providers engaged by Monash University, including Anthropic and Amazon as the large language model providers and AWS as the hosting platform. By using MoVA AI, you acknowledge that the information you input may be transmitted to and processed by those providers in accordance with their terms and privacy policies. Student record data used to personalise responses is processed within Monash University’s AWS environment in Australia and is not transmitted to the LLM providers.

10. Disclaimers and liability of Monash University

To the extent permitted by law, Monash University does not warrant nor represent that use or possession of MoVA AI will not infringe the rights of third parties, that MoVA AI will meet your requirements or operate in an uninterrupted or error-free manner, or that MoVA AI will be compatible or integrate with your computer systems. All warranties which would otherwise be implied into this agreement are excluded as far as permitted by law. Nothing in this agreement excludes, restricts or modifies any right or remedy, or any guarantee, warranty or other term or condition, implied or imposed by any laws that cannot lawfully be excluded or limited. To the maximum extent permitted by applicable law, Monash University’s liability for any failure to comply with any such right or remedy, guarantee, warranty or other term or condition is limited (at Monash University’s option, and as determined by it) to: (a) in the case of goods, the replacement of the goods or the supply of equivalent goods, the repair of the goods, the payment of the cost of replacing the goods or of acquiring equivalent goods, or the payment of the cost of having the goods repaired; and (b) in the case of services, the supply of the services again or the payment of the cost of having the services supplied again.

Except as specified in this clause, to the extent permitted by law, under no circumstances will Monash University be liable to you or any person for any loss, damages, claims or costs whatsoever (whether direct, indirect, consequential, incidental, special, punitive or otherwise) arising under or in connection with this agreement or any use of MoVA AI, regardless of how they arise (whether in tort (including negligence), contract or on any other basis).

11. Termination

If you fail to comply with any term of this agreement, Monash University may terminate this agreement and your right to use MoVA AI, by notice to you. Termination of this agreement will not affect any rights or liabilities you or Monash University have accrued up to that time. On termination of this agreement, you must immediately cease accessing and using MoVA AI.

12. Changes to Terms of Use

Monash University may amend this agreement by displaying an amended version of the Terms of Use within or when opening MoVA AI, and you may be required to accept the amended version of the Terms of Use before you continue using MoVA AI. Subsequent or continuing access to, or use of, MoVA AI will constitute your acceptance of any amendments.

13. General

You may not assign, transfer or otherwise deal with the rights under this agreement without the prior written consent of Monash University. This agreement will be governed by and construed in accordance with the laws in force in the State of Victoria, Australia, and each party submits to the non-exclusive jurisdiction of the courts of that State. If any term of this agreement is held unenforceable or illegal for any reason, the agreement will remain otherwise in full force apart from that provision.

Questions, complaints or feedback about MoVA AI should be directed to Monash University eSolutions Service Desk.

Telephone:

• +61 3 9903 2777 (Australia)
• +60 3 551 46200 (Malaysia)

(Version number: 0.0.1 – MoVA AI, web-based apps)