AI Terms
These AI Terms are part of our Terms of Service and apply to every AI feature in AppliFlo.
1. What the AI features do
| Feature | What is sent to an AI provider |
|---|---|
| Field detection and form understanding | The uploaded document’s text, layout and, for scanned pages, page images |
| AI assign (who fills each field) | Field labels, sections and roles. Field values are not sent. |
| Docs drafting and editing | Your prompt and the document text you ask the AI to work on |
| Chrome extension fill | Field labels on the page, to match them to your saved details. Your values are not sent to the AI. |
The AI providers are listed on our Sub-processors page.
2. Your responsibilities
- Review everything. AI can misread a form, choose the wrong box, put a value in the wrong place, or write text that sounds right but is wrong. Check every AI-filled field and draft before you send, sign or lodge it.
- Get the consents you need. Make sure you are allowed to process your clients’ information with AI. Some professions, such as registered migration agents, are expected to get written client consent first.
- Don’t rely on it as advice. Output is not legal, migration, tax or other professional advice.
- Follow the Acceptable Use Policy when prompting AI. For example, don’t try to make it produce misleading documents.
3. Ownership and similarity
As between you and us, you own the Output you create with AI features, and you may use it as you like, subject to the law. AI may produce similar Output for other users. We make no claim that Output is unique or protected by copyright.
4. No training on your data
We do not use your Customer Data, prompts or Output to train AI models, and we do not let our AI providers do so. Our agreements with them prohibit training on the data we send and limit how long they keep it. AppliFlo’s workspace memory, which learns how your workspace maps fields, stays within your workspace. It is not shared with other customers and is not used to train a general model.
5. Turning AI off
A workspace owner can turn AI features off in Settings. When they are off, we do not send your documents to AI providers. Some features, such as automatic field detection on new uploads, will then be limited.
When an owner first uploads a document, AppliFlo explains what is sent to AI providers and asks whether to keep AI on. That choice is recorded and can be changed at any time.
6. Limits
AI features may have usage limits, such as AI pages per month, which are shown on our pricing page. We may change models or providers to improve quality or cost. If that changes where data is processed, we will give notice under our DPA. AI features are provided subject to the disclaimers and liability limits in our Terms.
