AI Data Policy & Disclaimer

This AI Data Policy & Disclaimer ("Policy") applies to all artificial intelligence and machine learning features within the Ledgerprise platform, website, applications, and related services (collectively, the "Platform") provided by Aperim Pty Ltd (ABN 46 150 699 737) trading as Ledgerprise ("Ledgerprise", "we", "us", or "our").

Please read this Policy carefully before enabling or using any AI features. By enabling AI features or using AI-powered functionality, you acknowledge that you have read, understood, and agree to be bound by this Policy. If you do not agree with any part of this Policy, you should not enable or use AI features.

This Policy should be read in conjunction with our Terms of Service, Privacy Policy, and Financial Advice Disclaimer.

2.1 AI-Powered Features

Ledgerprise incorporates artificial intelligence features to enhance your budget management experience. These features are optional and can be enabled or disabled at your discretion. Our AI features include:

• Budget Category Suggestions: AI recommends appropriate categories for line items based on descriptions and historical data
• Data Completion: AI suggests values to complete partial datasets, including cost estimates, descriptions, and metadata
• Pipeline Projections: AI-enhanced forecasting for revenue pipelines based on historical patterns and trends
• Expense Projections: AI predictions for future expenses based on spending patterns and seasonal factors
• Anomaly Detection: AI identification of unusual patterns or potential errors in financial data
• Natural Language Queries: AI-powered search and analysis using conversational language

2.2 How AI Features Work

When you use AI features, your data is processed by large language models (LLMs) and other machine learning systems. These systems analyse patterns in data to generate suggestions, predictions, and insights. AI features:

• Process data you provide or that exists in your account
• Apply statistical and machine learning algorithms
• Generate outputs based on patterns, not deterministic rules
• May produce different results for the same inputs at different times

2.3 Optional Nature

AI features are entirely optional.The core functionality of Ledgerprise works without AI features enabled. You can use the Platform's full budget management capabilities without ever enabling AI features.

3.1 No Guarantee of Accuracy

AI-generated outputs may contain errors, inaccuracies, hallucinations, or unexpected results. You should:

• Never assume AI outputs are correct without verification
• Always validate AI suggestions against reliable sources
• Apply your own judgement when evaluating AI outputs
• Treat AI outputs as starting points, not final answers

3.2 Known Limitations

AI systems have inherent limitations that you should be aware of:

• Hallucinations: AI may generate plausible-sounding but factually incorrect information
• Training Data Limitations: AI knowledge is limited to its training data and may not reflect recent events or changes
• Context Misunderstanding: AI may misinterpret context or make assumptions not applicable to your situation
• Bias: AI systems may reflect biases present in their training data
• Inconsistency: The same query may produce different results at different times
• Lack of Reasoning: AI generates outputs based on patterns, not genuine understanding or reasoning

3.3 Projections and Forecasts

AI-generated projections, forecasts, and predictions are particularly uncertain:

• They are based on historical patterns that may not continue
• They cannot account for future events, market changes, or unforeseen circumstances
• They should never be relied upon as accurate predictions of future outcomes
• Past performance indicated by AI analysis does not guarantee future results

3.4 Use at Your Own Risk

You use AI features entirely at your own risk. Ledgerprise makes no representations about the completeness, reliability, or accuracy of AI-generated output.

4.1 AI Outputs Are Not Advice

AI-generated outputs do not constitute professional advice of any kind. This includes but is not limited to:

• Financial advice or financial product advice
• Investment advice or recommendations
• Taxation advice
• Legal advice
• Accounting advice
• Business strategy advice
• Any other professional or expert advice

4.2 Not a Substitute for Professional Judgement

AI features are tools to assist you, not replace professional expertise. You should:

• Seek advice from qualified professionals for important decisions
• Not rely solely on AI outputs for any decision of consequence
• Use AI suggestions as one input among many, not as the determining factor
• Apply your own professional judgement and expertise

4.3 Your Decisions Remain Your Responsibility

Regardless of any AI output, you remain solely responsible for all decisions you make. AI features do not reduce or transfer any responsibility for your actions or decisions.

5.1 Third-Party AI Providers

When you use AI features, your data is transmitted to and processed by third-party AI model providers. Our current AI providers include:

• Anthropic: Provider of Claude AI models, headquartered in the United States
• OpenAI: Provider of GPT models, headquartered in the United States

We may add, change, or remove AI providers at our discretion. Material changes to providers will be reflected in updates to this Policy.

5.2 What Data is Shared

When you use AI features, the following types of data may be transmitted to AI providers:

• Text you input or select for AI processing
• Budget data, line items, categories, and descriptions relevant to your query
• Historical data patterns used for predictions and suggestions
• Contextual information needed to generate relevant outputs
• Technical metadata required for API communication

5.3 How Data is Used by Providers

Data sent to AI providers via API (as opposed to consumer chat interfaces) is generally:

• Not used for model training: Both Anthropic and OpenAI state that API data is not used to train their models by default
• Processed for your request: Data is used to generate the response to your specific query
• Subject to retention policies: Providers may retain data for limited periods for abuse prevention and service improvement

However, you should review each provider's privacy policy and terms for the most current information about their data handling practices.

5.4 Data Security

We transmit data to AI providers using encrypted connections (TLS/HTTPS). However, once data reaches a provider, their security practices apply. We select providers with robust security measures, but we cannot guarantee the security practices of third parties.

5.5 International Data Transfer

AI providers may process your data in jurisdictions outside your country, including the United States. By using AI features, you consent to this international transfer of data.

6.1 Explicit Consent Required

AI features require your explicit consent before any data is transmitted to AI providers. You must opt-in to enable AI features. We will not automatically enable AI features or transmit data to AI providers without your consent.

6.2 Enabling AI Features

AI features can be enabled:

• At the organisation level by administrators
• At the individual user level in account settings
• On a per-feature basis for granular control

6.3 Disabling AI Features

You can disable AI features at any time:

• Access your account settings or organisation settings
• Navigate to AI features or privacy settings
• Toggle off AI features you wish to disable
• Changes take effect immediately for new requests

6.4 Data Already Transmitted

Disabling AI features prevents future data transmission but does not delete data already transmitted to AI providers. Data retention by providers is governed by their respective policies.

6.5 No Compensation

Submitting data to AI features does not entitle you to any compensation, even if that data contributes to improvements in AI services or systems.

7.1 No Outcome Guarantees

Ledgerprise makes no guarantees regarding:

• The accuracy, reliability, or correctness of AI outputs
• The suitability of AI suggestions for your purposes
• The achievement of any financial or business outcomes
• The performance or availability of AI features
• The behaviour or responses of AI systems

7.2 Service Availability

AI features depend on third-party services and may be:

• Temporarily unavailable due to provider outages
• Subject to rate limits or capacity constraints
• Modified, degraded, or discontinued without notice
• Affected by changes in provider terms or capabilities

7.3 Feature Changes

We may modify, suspend, or discontinue AI features at any time, with or without notice. We are not liable for any modification, suspension, or discontinuation of AI features.

8.1 Verification Responsibility

You are solely responsible for verifying all AI-generated outputs. This includes:

• Checking AI suggestions against reliable sources
• Validating numerical calculations and projections
• Reviewing AI-suggested categories and classifications
• Confirming AI-completed data is accurate and appropriate

8.2 Decision Responsibility

You are responsible for all decisions made using AI features, including:

• Whether to accept or reject AI suggestions
• How to interpret and apply AI outputs
• Any actions taken based on AI-generated information
• Any consequences of using or misusing AI features

8.3 Appropriate Use

You agree to use AI features appropriately and not to:

• Input sensitive personal data unnecessarily
• Attempt to extract training data or model weights
• Use AI features for any illegal or harmful purpose
• Misrepresent AI outputs as human-generated content where disclosure is required
• Use AI outputs in ways that violate applicable laws or regulations

8.4 Sensitive Data

Consider carefully before inputting highly sensitive data into AI features. While we implement security measures, data transmitted to third parties carries inherent risks. Avoid inputting:

• Passwords, API keys, or authentication credentials
• Highly confidential business information
• Personal identification numbers or financial account details
• Protected health information

9.1 Anthropic

Anthropic provides the Claude family of AI models. Key points from their policies:

• API data is not used to train models by default
• Data is not shared with third parties beyond Anthropic
• Enterprise-grade security and compliance measures

For current information, see: Anthropic Privacy Policy

9.2 OpenAI

OpenAI provides the GPT family of AI models. Key points from their policies:

• API data is not used to train models by default
• Business API users have additional privacy protections
• Data retention periods apply for abuse prevention

For current information, see: OpenAI Privacy Policy

9.3 Your Due Diligence

We encourage you to review the privacy policies and terms of service of our AI providers directly. Provider policies may change, and the most authoritative source is always the provider's own documentation.

10.1 AI Disclosure

In accordance with emerging regulatory frameworks including the EU AI Act, we disclose that:

• AI features use large language models and machine learning systems
• AI outputs are generated by automated systems, not humans
• AI features interact with third-party AI services
• Users are interacting with AI systems when using AI features

10.2 AI-Generated Content Marking

Within the Platform, AI-generated content is marked or identified as such. When you export or use AI-generated content outside the Platform, you may be required by applicable law to disclose that the content was AI-generated.

10.3 Regulatory Compliance

We endeavour to comply with applicable AI regulations, including the EU AI Act transparency requirements that came into effect in 2025-2026. We will update our practices as regulatory requirements evolve.

11.1 Australian Context

Ledgerprise operates under Australian law. Our use of AI features is designed to comply with Australian privacy and consumer protection requirements.

11.2 Privacy Act Compliance

When AI features process personal information of Australian residents, we comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Our Privacy Policy provides further detail on how we handle personal information.

11.3 Australian Consumer Law

Nothing in this Policy is intended to exclude, restrict, or modify any rights you may have under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010 (Cth)) that cannot be excluded, restricted, or modified by agreement.

11.4 Cross-Border Data Transfer

By using AI features, you consent to the transfer of your data to AI providers located outside Australia, including in the United States. We take reasonable steps to ensure that overseas recipients handle your information consistently with Australian privacy requirements.

12.1 Exclusion of Liability

To the maximum extent permitted by law, Ledgerprise and its officers, directors, employees, agents, and affiliates shall not be liable for any:

• Errors, inaccuracies, or hallucinations in AI outputs
• Decisions made based on AI-generated information
• Financial losses arising from reliance on AI outputs
• Data breaches or security incidents involving AI providers
• Unavailability or degradation of AI features
• Changes to AI provider policies or capabilities
• Indirect, consequential, special, or punitive damages

arising out of or in connection with your use of AI features.

12.2 Your Acknowledgement

By using AI features, you acknowledge that:

• AI outputs may be incorrect and require verification
• You use AI features at your own risk
• We are not responsible for third-party AI provider actions
• AI features are provided "as is" without warranty

12.3 Statutory Rights

Nothing in this Policy limits any rights you may have under applicable consumer protection laws that cannot be excluded or limited by contract.

We may update this Policy from time to time to reflect changes in our AI features, AI providers, regulatory requirements, or for other reasons. We will post any changes on this page and update the "Last Updated" date.

Your continued use of AI features after any changes constitutes your acceptance of the updated Policy. We encourage you to review this Policy periodically.

For material changes that significantly affect data sharing or your rights, we will endeavour to provide prominent notice through the Platform or via email.

If you have questions about this Policy, AI features, or data handling, please contact us:

Privacy & AI Enquiries
Aperim Pty Ltd trading as Ledgerprise
ABN: 46 150 699 737
Email: [email protected]

Legal Department
Email: [email protected]

For General Support:
Email: [email protected]
Website: www.ledgerprise.com