AI Policy

SCOPE OF AI USE - READ FIRST

AI features in My Accounts are limited in scope. The majority of the Platform - including all accounting, invoicing, banking, purchasing, timesheets, and reporting - does not use AI processing of any kind.

AI-assisted features are available only within the Lead & CRM Intelligence add-on module, and only when that add-on has been activated by your subscription administrator.

The AI provider used is Google Gemini (Google LLC). My Accounts does not use Claude or any Anthropic AI product.

1. What AI Is Used and Where

My Accounts uses Google Gemini, a large language model service provided by Google LLC, in the following specific contexts within the Lead & CRM Intelligence add-on:

AI-powered lead discovery: generating search strategies and queries to identify prospective leads based on configured parameters (geography, industry signals, planning data).

LLM search planning: using AI to plan and structure web and data queries for the Lead Intelligence suite.

AI enrichment: using AI to process and summarise information returned from web crawls and data sources in connection with prospect or contact records.

These features are optional, available only under the Lead & CRM Intelligence add-on, and must be explicitly triggered by users. They do not run automatically in the background without user action.

No AI processing is involved in: general ledger, chart of accounts, invoicing, payment capture, bank reconciliation, purchase orders, expenses, timesheets, fixed assets, budgets, financial reporting, multi-currency, role-based access, or audit trail functions.

2. AI Provider

The AI features described in Section 1 are powered by Google Gemini, provided by Google LLC. When these features are used, relevant input data (such as search parameters, prospect queries, and contact context you submit) is transmitted to Google's servers for processing.

Google's handling of this data is governed by Google's Privacy Policy, Google Cloud Terms of Service, and applicable data processing addenda. My Accounts does not control Google's independent data handling practices. We encourage users to review Google's documentation.

My Accounts does not use Claude, any Anthropic product, or any other large language model provider.

3. What Data Is Sent to the AI Provider

When an AI-assisted feature is triggered, the following categories of data may be transmitted to Google for processing:

Search parameters and queries you configure or enter (for example industry, geography, company type).

Prospect or contact context data relevant to an enrichment or intelligence task you initiate.

Web content returned from crawl tasks initiated through the Platform, for summarisation or analysis.

My Accounts does not send the following to the AI provider: financial data, transaction records, journal entries, invoice or payment data, bank feed data, timesheet entries, trust account data, or any core accounting records.

You should only submit data through AI-assisted features if you are authorised to do so and have considered any applicable confidentiality or consent requirements.

4. Limitations of AI-Generated Outputs

AI-generated outputs from the Lead & CRM Intelligence features are provided to assist with prospecting and lead discovery. They are not guaranteed to be accurate, complete, current, or free of errors.

Specifically:

AI-generated lead suggestions, enrichment data, and search summaries may be incomplete, outdated, inaccurate, or inconsistent with source materials.

Enrichment results depend on the quality and recency of underlying data sources and may contain errors or omissions.

My Accounts does not warrant that AI-generated content is suitable for any specific business purpose or decision.

Output quality and availability may change as Google updates the Gemini model or service over time.

Users should independently verify AI-generated lead and enrichment data before acting on it, particularly before initiating contact with prospects or making significant business decisions based on AI-sourced intelligence.

5. No Warranty for AI Features

To the maximum extent permitted by law, My Accounts makes no representation or warranty, express or implied, regarding the accuracy, completeness, reliability, currency, or fitness for purpose of any AI-generated output. AI features are provided on an 'as is' and 'as available' basis.

My Accounts does not warrant that AI-assisted features will be available at all times, will produce consistent results, or will meet your specific business requirements.

6. Limitation of Liability for AI Features

To the maximum extent permitted by law, My Accounts - including its current owner, operators, directors, employees, agents, predecessors, successors, and assigns - accepts no liability for any loss, damage, cost, or expense arising from reliance on or use of any AI-generated output, including consequential loss, loss of business opportunity, or decisions made based on AI-generated lead or enrichment data.

Where liability cannot be excluded by law (including under the Australian Consumer Law), our liability is limited to the greatest extent permitted to the resupply of the relevant service or the cost of having it supplied again.

7. User Responsibilities

When using AI-assisted features, users are responsible for:

Independently verifying AI-generated outputs before relying on them for business decisions.

Ensuring they are authorised to submit any data through AI features and have considered applicable confidentiality and consent obligations.

Not using AI-generated outputs as the sole basis for significant commercial decisions without independent verification.

Complying with applicable laws, including the Privacy Act 1988 (Cth), in connection with any personal information included in data submitted to or returned by AI features.

8. Changes to AI Features and This Policy

My Accounts may update, extend, or discontinue AI-assisted features at any time, including changing the AI provider used. Where such changes are material, we will provide notice through the Platform or by email.

This AI Policy may be amended from time to time. Material changes will be notified at least 14 days before taking effect. Continued use of AI-assisted features after the effective date constitutes acceptance of the revised Policy.

Contact: my-accounts.com.au

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