AI & Data Usage Policy

This document explains how the AccountsPro platform uses artificial intelligence ("AI") and how data processed through the platform is handled.

1. Purpose of AI within the Platform

The platform uses automated technologies, including artificial intelligence and machine learning, to assist with the processing of financial documents.

AI is used to help:

• identify invoices, receipts, and other financial documents
• extract relevant accounting information from documents
• categorise expenses and transactions
• assist users in analysing expense data
• respond to queries about financial information within the platform

These technologies are designed to improve efficiency and reduce manual data entry.

2. Human Responsibility

AI features are intended to assist accounting workflows but should not replace professional judgement.

Users remain responsible for:

• reviewing extracted information
• verifying financial data
• ensuring the accuracy of accounting records

3. Data Used for AI Processing

When AI features are used, the platform may process information contained within financial documents, such as:

• supplier names
• invoice amounts
• transaction dates
• tax information
• line item descriptions

Processing is limited to what is required to deliver the platform's functionality.

4. AI Model Training

Data processed through the platform is not used to train general artificial intelligence models.

This includes:

• third-party AI models
• internally developed AI systems

Customer data is processed only for the purpose of providing the platform services.

5. Third-Party AI Services

In some cases, the platform may rely on third-party technologies to assist with document analysis and automation.

Where third-party services are used:

• they operate under contractual data protection obligations
• they process data only as required to provide the requested functionality
• they do not use the data for unrelated purposes

6. Data Minimisation

The platform is designed to process only the information necessary to perform document analysis and automation tasks.

Where possible, processing is limited to relevant financial information extracted from documents.

7. Continuous Improvement

AI systems may evolve over time as the platform develops.

Any future changes to how AI features operate will continue to prioritise:

• data protection
• transparency
• responsible use of financial information

8. Contact

If you have questions about how AI is used within the platform, please contact:

Email: hello@accountspro.ai