AI & Data Use Policy
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1. Why we have this policy
AI can help us analyse information faster, spot issues earlier and spend more time explaining what matters. It can also make mistakes and create privacy and confidentiality risks. This policy explains how NeoRise.ai and NeoRise Advisory ("we") use AI and automated tools with client information, what we will never do, and how we manage the risks.
This policy forms part of our Privacy Policy and our terms of business. It reflects the Australian Privacy Principles, the Office of the Australian Information Commissioner's guidance on privacy and commercially available AI products, the Australian Government's guidance on safe and responsible AI adoption, and our professional confidentiality obligations.
2. Our principles
- People are accountable. A qualified member of our team is responsible for every piece of advice, report and lodgement. AI supports our work and does not replace professional judgement.
- Your data stays yours. We use client data only to provide our services. We never sell it, and we never let it be used to train public or general-purpose AI models.
- Only what is needed. We give AI tools the minimum information a task requires, and remove or mask identifiers where practicable.
- Approved tools only. Client information goes only into tools we have assessed and approved.
- Transparency. We tell you when AI or automation forms a material part of a service, and we answer your questions about the tools we use.
- Security first. AI tools are subject to the same access controls, confidentiality and breach procedures as the rest of our systems.
3. How we use AI in our own work
We may use approved AI tools to:
- summarise documents, meeting notes and correspondence;
- draft emails, reports and working papers for our team to review and finalise;
- categorise, reconcile and analyse transactions and financial data;
- identify trends, unusual items and potential issues for investigation;
- research general business, industry, accounting and tax topics; and
- prepare charts, models and scenario analysis.
Before we rely on AI-assisted output, a team member checks it against the source records and applies professional judgement. We do not treat an AI output as advice, a tax position or a conclusion until a person has reviewed it.
4. What we will never do
- Use free or consumer versions of AI tools with client information.
- Allow any provider to use client data to train or improve its general models.
- Sell, license or share client data for advertising or for anyone else's AI development.
- Enter tax file numbers, identity documents, passwords, banking credentials or ATO portal credentials into AI tools.
- Allow an AI tool, without human review and approval, to lodge returns or statements, make or approve payments, contact the ATO or other agencies, change your accounting records, or communicate commitments to your customers, staff or suppliers.
- Make decisions that significantly affect an individual's rights or interests solely through an automated process.
- Share information between NeoRise.ai and NeoRise Advisory without your written authority.
5. Approved tools and where data is processed
We keep an internal register of approved AI and automation tools. It records the provider, the purpose, the kinds of data allowed, where data is stored and processed, how long the provider keeps it, and the contractual commitments on model training and confidentiality.
Our approved tools currently include: [CONFIRM: list each provider and plan, e.g. "Microsoft 365 Copilot (business)", "Anthropic Claude (Team/Enterprise or API)", "OpenAI ChatGPT Enterprise/API", "Xero/MYOB/QuickBooks built-in automation", and the hosting region for each].
Where we can choose, we select Australian data regions. Some providers process data overseas (see section 9 of our Privacy Policy). We review the register at least annually and whenever a provider materially changes its terms.
6. Automated monitoring (NeoRise Advisory)
Where you engage NeoRise Advisory for monitoring, automated checks review the accounting, bank, sales, payroll and tax information you have agreed to share. They flag changes that may need attention, such as overdue customer invoices, unusual spending, payroll changes or upcoming tax payments.
- A member of our accounting team reviews every flag in context before contacting you or taking any action. A flag is a reason to investigate, not a conclusion.
- Monitoring covers only the information and checks agreed in your engagement. It depends on that information being complete and up to date.
- Monitoring is not round-the-clock human supervision, an audit or a guarantee. It cannot identify every issue, and it does not replace your own day-to-day oversight of your business.
7. Dashboards and AI assistants we build for clients (NeoRise.ai)
When NeoRise.ai designs and builds a reporting dashboard or business AI assistant for you, the following applies in addition to the project's statement of work.
Scope and design
- We agree in writing the questions the assistant should answer, the data sources it may use, who may use it and what it must not do.
- Assistants are read-only by default. Any ability to take actions, such as drafting or sending messages, creating records or triggering workflows, must be specifically agreed and must include a human approval step.
- Where practicable, assistants show the sources and the data refresh date behind their answers.
Your data and access
- You own your business data. We access it only under the permissions you grant, and only for the project and any agreed support.
- You decide who in your organisation may use the assistant. You are responsible for managing user access, and for making sure your staff use it appropriately and in line with your own privacy obligations to your employees and customers.
- We use the least-privileged connections practicable and document the data sources, hosting locations and third-party providers involved.
Third-party AI models and platforms
- Assistants rely on third-party AI models and platforms. Their availability, pricing, terms and behaviour may change, and we will tell you about material changes that affect your solution.
- Any licences, usage charges and hosting costs are set out in your proposal and are payable as agreed.
Limitations you need to know
- AI-generated responses can be incomplete, out of date or wrong, even when they sound confident.
- An assistant is only as reliable as the data and calculations behind it.
- Answers are management information to support your judgement. They are not professional advice, an audit or assurance opinion, or a substitute for advice from your accountant, lawyer or licensed financial adviser on a specific decision.
- Important actions, and any decision affecting an individual, must be reviewed by an authorised person in your business.
When the project ends
- On request, and subject to payment of outstanding fees, we provide an export of your data and configuration in a reasonable format. We then remove our access and delete copies of your data we hold, except where the law requires us to keep them.
8. Your choices
- Ask us. You can ask which AI tools we use on your work and where your data is processed.
- Opt out. You can ask us not to use AI tools on your matters. We will respect that request. Some work may take longer, and we will tell you if it affects our fees or timeframes before proceeding.
- Limit data. You can ask us to exclude particular information or data sources from any AI tool or automated check.
- Withdraw authority. You can withdraw any authority to share information between NeoRise.ai and NeoRise Advisory at any time.
9. Incidents
If we suspect that client information has been exposed through an AI tool, for example through a provider security incident or input sent to the wrong tool, we treat it as a potential data breach under our response plan and the Notifiable Data Breaches scheme (see section 10 of our Privacy Policy).
10. Governance
- Our principal, Armin Hashemi CPA, is accountable for this policy and for approving AI tools.
- Staff and contractors are trained on this policy before using AI tools with client information, and they must follow it.
- We review this policy at least annually, and sooner if laws, professional standards or our tools change.
11. Contact
Questions about this policy: [CONFIRM: privacy@neorise.ai or support@neorise.ai] · 1800 714 202 · Suite 501, South Tower, 1–5 Railway St, Chatswood NSW 2067.