Professional Flora Solutions

AI Policy

Professional Flora Solutions

Website: www.pfs.com.np

Last Updated: September 13, 2026

  1. INTRODUCTION

Professional Flora Solutions (“PFS”, “we”, “our”, or “us”) recognizes the growing role of Artificial Intelligence (AI) in improving customer experiences, gardening services, business operations, content creation, and digital services.

This AI Policy explains how Professional Flora Solutions may use AI technologies, how AI-generated information should be understood, and the principles we follow when using AI in connection with our website, services, communications, and business operations.

This policy should be read together with our Privacy Policy and other applicable website terms and policies.

  1. HOW WE USE ARTIFICIAL INTELLIGENCE

PFS may use AI-powered technologies and tools for legitimate business and service-related purposes, including:

• Providing general gardening and plant-care information
• Assisting with customer enquiries and frequently asked questions
• Supporting website content and information management
• Generating, editing, translating, or improving written content
• Supporting marketing and communication activities
• Assisting with garden planning and landscaping ideas
• Analyzing general service and website usage information
• Improving internal administrative and operational processes
• Supporting customer-service workflows
• Assisting with research and information organization
• Creating or enhancing visual and promotional materials
• Improving website functionality and user experience
• Supporting staff with productivity and documentation tasks

  1. AI-GENERATED INFORMATION

Some information, recommendations, descriptions, images, or other content provided through our website, digital channels, or business operations may be generated or assisted by AI technologies.

AI-generated information is intended primarily for general informational and assistance purposes. It may occasionally contain errors, omissions, outdated information, or recommendations that may not be appropriate for a particular property, plant, garden, climate, soil condition, or situation.

Users should not rely solely on AI-generated information when making important gardening, landscaping, plant-care, environmental, structural, or financial decisions.

  1. PROFESSIONAL REVIEW

Where appropriate, PFS may review, edit, verify, or supplement AI-generated content before publishing it or using it in connection with our services.

However, not every piece of AI-assisted content will necessarily undergo individual professional review.

Where a gardening or landscaping recommendation depends on specific site conditions, our team may recommend a site assessment, consultation, inspection, or professional evaluation before providing a final recommendation or quotation.

  1. GARDENING AND PLANT-CARE RECOMMENDATIONS

AI may be used to provide general suggestions relating to:

• Plant selection
• Gardening practices
• Soil improvement
• Fertilization
• Irrigation
• Pest and disease management
• Seasonal gardening
• Lawn care
• Rooftop and balcony gardening
• Landscape ideas
• Flower arrangements
• Plant maintenance

Such recommendations may vary depending on factors including location, altitude, climate, sunlight, soil composition, drainage, plant variety, water availability, property conditions, and seasonal changes.

For this reason, AI-generated gardening information should not be considered a substitute for a professional site assessment where one is reasonably required.

  1. AI AND CUSTOMER INFORMATION

PFS may use AI-enabled systems or third-party AI tools as part of legitimate business operations.

We aim to avoid unnecessarily submitting sensitive or confidential customer information to AI systems.

Where AI tools are used by PFS or its service providers, reasonable measures may be taken to protect information and limit access according to the nature and purpose of the processing.

Customers should avoid submitting passwords, payment-card information, government identification numbers, confidential business information, or other highly sensitive information through AI-powered forms or chat systems unless specifically requested through an appropriate secure process.

  1. THIRD-PARTY AI SERVICES

Some AI functionality may be provided by third-party technology providers.

Depending on the service being used, information submitted through an AI-enabled feature may be processed by the relevant third-party provider according to its own terms, privacy practices, and policies.

PFS does not control the internal systems, algorithms, security practices, or data-retention policies of independent third-party AI providers.

Customers should review the applicable third-party terms and privacy policies where appropriate.

  1. AI-ASSISTED CUSTOMER COMMUNICATION

AI may assist PFS in responding to general enquiries, organizing requests, preparing information, or improving communication efficiency.

An AI-assisted response does not necessarily constitute a final quotation, contractual commitment, professional site assessment, or confirmation of service availability.

A service becomes confirmed only through an appropriate communication, quotation, booking, agreement, or other confirmation from PFS.

  1. QUOTATIONS AND PRICING

AI-generated estimates, suggestions, calculations, or preliminary pricing information should not be considered a final quotation unless expressly confirmed by PFS.

Actual service costs may depend on factors such as:

• Property size
• Site conditions
• Materials and plants required
• Labor requirements
• Accessibility
• Transportation
• Garden condition
• Project complexity
• Seasonal availability
• Customer requirements

PFS may conduct a site visit or request additional information before providing a final quotation.

  1. AI-GENERATED IMAGES AND VISUAL CONTENT

PFS may use AI-assisted or AI-generated images, illustrations, concepts, or visual materials for promotional, educational, conceptual, or design purposes.

AI-generated visuals may represent an artistic or conceptual example and may not accurately represent the exact appearance, dimensions, colors, plants, materials, or final result of an actual PFS project.

Actual project results may vary according to site conditions, available materials, plant varieties, season, weather, and other practical factors.

  1. HUMAN OVERSIGHT

PFS believes AI should support people rather than unnecessarily replace professional judgment.

Where practical and appropriate, human oversight may be applied to important business, customer-service, gardening, landscaping, and operational decisions.

Final decisions relating to projects, quotations, service delivery, site conditions, and customer requirements may be made by authorized PFS personnel.

  1. ACCURACY AND LIMITATIONS

Although we make reasonable efforts to provide useful and accurate information, PFS does not guarantee that AI-assisted or AI-generated information will always be:

• Accurate
• Complete
• Current
• Error-free
• Suitable for every situation
• Appropriate for every plant or property
• Available without interruption

Users should independently verify important information before relying upon it.

  1. AI AND PRIVACY

The collection and processing of personal information in connection with our website and services is governed by our Privacy Policy.

Where AI technologies process personal information, PFS aims to use such information only for legitimate and appropriate purposes and in accordance with applicable privacy requirements.

We do not intend to use AI as a means of selling customers’ personal information.

For more information about how PFS handles personal information, please refer to our Privacy Policy.

  1. AI AND SECURITY

AI technologies may introduce security and privacy risks, including inaccurate outputs, unauthorized access, malicious inputs, automated misuse, or exposure of information.

PFS may implement reasonable technical and organizational measures to reduce these risks.

However, no digital system or online service can be guaranteed to be completely secure.

  1. PROHIBITED OR UNACCEPTABLE AI USE

PFS does not intend to use AI technologies for unlawful, fraudulent, deceptive, discriminatory, or harmful purposes.

AI systems used by PFS should not be intentionally used to:

• Generate fraudulent information
• Misrepresent a person or organization
• Circumvent security controls
• Create malicious software
• Facilitate unlawful activities
• Manipulate customers through deceptive practices
• Make discriminatory decisions
• Infringe intellectual-property rights
• Improperly disclose confidential information

  1. INTELLECTUAL PROPERTY

AI-assisted content may involve third-party technologies, datasets, models, or services.

PFS will make reasonable efforts to respect applicable intellectual-property rights when creating and publishing AI-assisted content.

Customers and third parties should not reproduce, redistribute, modify, or commercially use PFS-owned content, designs, photographs, branding, written materials, or other intellectual property without appropriate permission where permission is required.

  1. CUSTOMER-SUBMITTED CONTENT

If customers provide photographs, garden information, project descriptions, documents, or other content for the purpose of receiving assistance or services, PFS may use such information to evaluate or respond to the customer’s request.

Customers should only submit information that they are authorized to provide.

Where AI processing is involved, the information may be processed through relevant technical systems necessary to provide the requested functionality, subject to applicable privacy practices.

  1. AI FOR INTERNAL OPERATIONS

PFS may use AI technologies internally to improve:

• Administration
• Project planning
• Documentation
• Research
• Data organization
• Staff productivity
• Marketing
• Customer-service workflows
• Business analysis
• Training and knowledge management

AI-assisted internal processes remain subject to applicable business, privacy, security, and professional requirements.

  1. CHANGES TO AI TECHNOLOGY

AI technologies are rapidly evolving. PFS may introduce, modify, replace, or discontinue AI-powered features and tools from time to time.

We may update this AI Policy when our AI practices, technologies, services, or applicable requirements change.

  1. NO GUARANTEE OF AI AVAILABILITY

AI-powered features may occasionally be unavailable due to maintenance, technical problems, third-party service interruptions, security measures, changes in technology, or other circumstances.

PFS does not guarantee continuous availability of any AI-powered functionality.

  1. CUSTOMER CHOICE

Where a particular PFS service provides an appropriate non-AI alternative, customers may contact PFS directly to request assistance through conventional communication channels.

Certain automated website functions, however, may depend on third-party technologies and may not always provide a separate non-AI option.

  1. RESPONSIBLE USE OF AI

PFS is committed to using AI responsibly, transparently, and proportionately.

Our approach is guided by the following principles:

• Human oversight
• Privacy protection
• Responsible innovation
• Security awareness
• Accuracy and verification
• Transparency
• Fairness
• Respect for intellectual property
• Appropriate use of customer information
• Continuous improvement

  1. CONTACT US

If you have questions about how Professional Flora Solutions uses Artificial Intelligence, AI-assisted services, or related technologies, please contact us through the contact information provided on our website.

Professional Flora Solutions

Website: www.pfs.com.np

Kathmandu, Nepal

  1. POLICY UPDATES

Professional Flora Solutions may revise this AI Policy from time to time to reflect changes in our services, technology, business practices, or applicable requirements.

The updated version will be published on our website with the revised “Last Updated” date.

By continuing to use our website and services after an updated AI Policy is published, you acknowledge the updated policy to the extent permitted by applicable law.

  1. ACKNOWLEDGEMENT

By using the PFS website, digital services, or AI-assisted features, you acknowledge that AI technologies may be used as described in this policy and understand that AI-generated information may have limitations.

Professional Flora Solutions remains committed to combining technology with human expertise to provide reliable, practical, and professional gardening and landscaping services.