AI Usage & Transparency Policy

This AI Usage & Transparency Policy explains how artificial intelligence ("AI") features within TradeMartin operate, how information may be processed, and the responsibilities of both TradeMartin Ltd ("we", "us", "our") and our customers.

This policy should be read alongside our Terms & Conditions, Privacy Policy and Data Processing Agreement.

The AI Features are designed to assist users with business administration and productivity.

Depending on your subscription and available functionality, AI may assist with answering questions about your business data, locating customers, jobs and invoices, drafting quotations, creating invoices, writing customer emails, drafting SMS messages, summarising job histories, generating reports, analysing business performance, suggesting schedules, categorising expenses and assisting with workflow automation.

AI is intended to support your work—not replace your judgement.

All AI-generated content must be reviewed before use.

You remain solely responsible for quotations, invoices, pricing, appointment dates, customer communications, contractual commitments, tax calculations, accounting records and compliance with applicable laws.

You should never rely solely upon AI-generated responses when making business decisions.

Artificial intelligence is probabilistic technology.

Although we work to improve accuracy, AI responses may contain factual mistakes, misunderstand requests, omit important information, generate inappropriate wording, produce incomplete responses or become outdated.

AI outputs are generated automatically and should always be verified.

When you submit a prompt using AI Features, information may be securely processed by approved AI service providers.

Depending upon your request, this may include the text you type, selected Customer Data required to answer your request, uploaded documents, relevant job information and conversation history where necessary to maintain context.

Only information reasonably necessary to fulfil the request should be processed.

We may use one or more approved AI service providers to generate AI responses.

Providers are selected based upon factors including security, reliability, privacy practices, performance and regulatory compliance.

We may change AI providers without prior notice where appropriate.

All approved providers are required to maintain appropriate security measures.

Your Customer Data remains your property.

We do not intentionally use identifiable Customer Data to train publicly available AI models without your permission.

Where permitted by law, we may use anonymised and aggregated information to improve our products, evaluate AI performance, develop new features and improve system reliability.

Anonymised information does not identify your business or your customers.

You should avoid submitting unnecessary sensitive personal information to AI Features.

Examples include medical information, passport details, driving licence numbers, payment card information, bank account credentials, passwords and confidential legal advice.

Where sensitive information is necessary for your business, you remain responsible for ensuring you have an appropriate lawful basis for processing it.

The AI Features are designed to assist users.

The Service does not make legally significant automated decisions on your behalf.

Users remain responsible for all business decisions and actions.

AI Features may change over time, be improved, be temporarily unavailable, be limited by subscription plan or be subject to usage limits.

We do not guarantee uninterrupted access to AI Features.

To ensure reliable performance for all users, we may apply fair usage limits to AI Features.

Examples may include limits relating to prompts submitted, processing time, uploaded documents, generated content and API usage.

If usage significantly exceeds normal business use, we may temporarily restrict AI access, require an upgrade to a higher subscription or investigate suspected misuse.

We will seek to apply fair usage measures reasonably and proportionately.

You must not use AI Features to generate unlawful content, create fraudulent documents, impersonate another individual, produce malicious software, infringe intellectual property rights, harass or abuse others, attempt to bypass security controls, generate spam or intentionally produce misleading information.

We reserve the right to suspend AI access where misuse is identified.

We continually improve AI Features.

Improvements may include better prompt understanding, faster responses, new capabilities, enhanced accuracy, additional integrations and improved safety mechanisms.

Functionality may change over time without notice.

AI cannot guarantee factual accuracy, provide legal advice, provide tax advice, replace qualified professional advice, guarantee commercial outcomes, understand information not available to it or independently verify information entered by users.

You remain responsible for checking all generated content.

We take reasonable technical and organisational measures to protect information processed through AI Features.

These measures may include encrypted communications, authenticated access, logging, monitoring, access controls and secure infrastructure.

No online service can guarantee absolute security.

As AI technology evolves, we may introduce additional capabilities including automation, voice interaction, image understanding, document analysis, scheduling assistance and workflow recommendations.

New AI Features will remain subject to this policy unless otherwise stated.