AI Data Use Notice

Repository-confirmed AI workflows include bill and document extraction, inbox review, duplicate signals and site-planning or operational assistance. The exact features available depend on the product surface, account role and service configuration.

• prompts, instructions and context supplied by an authorised user;
• uploaded bills, documents, images and the text or fields extracted from them;
• relevant workspace or site context selected for the requested task;
• model output, confidence or status information, corrections and review decisions; and
• operational records needed to run, secure, troubleshoot and audit the workflow.

When an authorised user invokes an AI feature, NIYAM sends the data needed for that request to the configured AI or document-processing service. NIYAM receives the result, associates it with the relevant workflow and presents it for review. Provider processing is limited by the production configuration, contract and applicable provider terms.

AI can misread a document, omit context, duplicate information or produce an incorrect suggestion. Users must compare output with the source and apply professional judgment before approving a bill, recording an expense, changing a project record, sharing a report, making a safety decision or taking another consequential action.

Submit only data your organisation is authorised to process for the requested purpose. Do not include passwords, payment credentials, unnecessary government identifiers, medical data, children’s data or other highly sensitive information unless the feature is expressly approved for that data and the required safeguards are in place.

AI input, output and review records are retained only as needed for the authorised service workflow, security, auditability and applicable legal obligations. A provider’s temporary retention, processing region and use restrictions are governed by NIYAM’s production account configuration and contract. Provider categories are described in Data Sharing and Subprocessors.

Workspace roles and permissions control access to AI workflows and their results. Contact support to report an incorrect or harmful output, ask about a data request, or seek an available non-AI workflow.