AI Policy

This AI Policy applies to AI-assisted features in BuildPass Ledger, Ledger, app.ledger.build, related websites, APIs, dashboards, reports, integrations, implementation services, support services and associated products and services (Ledger).

Ledger is built and operated by BuildPass Pty Ltd ACN 652 324 635 (BuildPass, we, us or our).

For support, contact support@buildpass.com.au. For privacy questions, contact privacy@buildpass.com.au.

1. Related documents

This AI Policy supplements and should be read together with:

• the Ledger Terms of Service, available at https://ledger.build/terms-of-service;
• the Ledger Privacy Policy, available at https://ledger.build/privacy-policy; and
• the Ledger Subprocessors and Third-Party Services page, available at https://ledger.build/subprocessors.

Capitalised terms not defined in this AI Policy have the meaning given in the Ledger Terms of Service.

2. AI-assisted features

Ledger may include AI-assisted features that help with construction finance workflows, including:

• coding transactions to accounts, cost codes, classes, items, tracking categories, projects, jobs, customers, vendors, suppliers, subcontractors, or other dimensions;
• classifying invoices, bills, purchase orders, receipts, attachments, site activity and project records;
• extracting information from documents, images, PDFs and attachments;
• matching operational records, accounting records, supporting documents and BuildPass-linked data;
• explaining budget variances, actuals, committed costs, forecasts, work in progress, cashflow movements, margin views and exceptions;
• generating draft summaries, notes, descriptions, reports, workflow recommendations and review queues;
• detecting anomalies or unusual patterns;
• forecasting or suggesting trends based on available project and accounting data; and
• assisting with implementation, support, configuration and troubleshooting.

These are referred to as AI Features.

BuildPass may add, change, limit, suspend, or remove AI Features from time to time.

3. Default availability and human review

AI Features may be enabled by default or embedded in certain Ledger workflows. Some AI Features may be optional tools within a workflow, while others may support background classification, summarisation, extraction, matching, or exception detection.

AI Features do not make final decisions. Users remain responsible for reviewing, approving, rejecting, overriding, or correcting AI outputs before relying on them.

Ledger is designed so material accounting outputs, classifications, mappings, write-backs, reports, recommendations and forecasts should be subject to human review and override where commercially reasonable.

4. No professional advice

AI outputs are not accounting, bookkeeping, tax, legal, financial, lending, payment, insurance, investment, payroll, employment, compliance, or other professional advice.

Users must not rely on AI outputs as a substitute for professional judgement, accounting review, tax review, legal review, financial controls, payment approval, management approval, or advice from qualified professionals.

The Customer remains responsible for all business decisions, accounting records, tax filings, financial reports, payment decisions, approval workflows, internal controls, customer communications, supplier communications and third-party-system updates.

5. Accuracy and limitations

AI outputs may be inaccurate, incomplete, inconsistent, outdated, biased, duplicated, or unsuitable for a particular purpose. AI systems may misunderstand context, accounting treatment, contract terms, tax rules, regional requirements, project facts, source documents, business rules, or user instructions.

Users must independently verify AI outputs before use, especially before:

• posting or writing data to an Accounting Platform or another third-party system;
• sending invoices, bills, claims, notices, reports, summaries, or customer communications;
• making payment, collection, procurement, staffing, pricing, funding, margin, or commercial decisions;
• preparing tax filings, financial statements, audit evidence, board reports, lender reports, regulator submissions, or management accounts; or
• relying on a forecast, variance explanation, anomaly flag, exception classification, margin view, or work-in-progress view.

BuildPass does not guarantee the accuracy, completeness, compliance, suitability, reliability, availability, or safety of AI outputs.

6. Data processed by AI Features

AI Features may process Customer Data, including:

• prompts and instructions entered by Users;
• project records, cost records, field activity, operational activity and BuildPass-linked data;
• accounting and finance data from connected platforms;
• invoices, bills, purchase orders, receipts, reports, attachments, images, PDFs and other documents;
• mappings, classifications, review decisions, corrections, approvals and feedback; and
• metadata, logs and technical information needed to provide, monitor, secure, support and improve the feature.

Customers should not submit unnecessary sensitive Personal Information, regulated information, confidential third-party information, or information they are not authorised to process.

7. AI providers and model training

Ledger may use third-party AI providers, including OpenAI, Anthropic, Google and other providers from time to time.

BuildPass does not use Customer Data to train its own foundation models.

Unless otherwise agreed, BuildPass does not permit third-party AI providers to use Customer Data submitted through Ledger to train their general foundation models under BuildPass's applicable commercial arrangements. AI providers may process inputs and outputs to provide the requested feature, maintain security, comply with law and support abuse monitoring, subject to their applicable enterprise or API terms with BuildPass.

BuildPass may use aggregated, de-identified, or anonymised information, Usage Data, telemetry, performance information and User feedback or corrections to operate, secure, evaluate and improve Ledger, provided it does not reasonably identify the Customer, Users, individuals, or confidential Customer Data.

8. International processing

AI Features may involve processing in Australia, New Zealand, the United States, Canada, or other countries where BuildPass or its providers operate. By using Ledger, the Customer authorises this processing as needed to provide Ledger.

9. Customer responsibilities

Customers are responsible for:

• ensuring they have rights, notices, permissions and consents for data submitted to AI Features;
• ensuring Users understand that AI outputs require review;
• configuring permissions and approval workflows appropriately;
• deciding whether to accept, reject, correct, or override AI outputs;
• complying with accounting, tax, payroll, legal, privacy, employment, contractual and regulatory obligations;
• ensuring that no prohibited or unauthorised data is submitted to AI Features; and
• maintaining internal policies for the use of AI in financial and construction workflows.

10. Prohibited use

Users must not use AI Features to:

• generate or process unlawful, harmful, deceptive, discriminatory, abusive, malicious, unsafe, or infringing content;
• make final automated decisions about legal rights, employment, credit, lending, insurance, payment eligibility, or other significant matters without appropriate human review and legal basis;
• provide professional advice to third parties unless the User is appropriately qualified and independently verifies the output;
• upload data they are not authorised to provide;
• infringe intellectual property, privacy, confidentiality, or contractual rights;
• bypass safety, security, rate limit, permission, or approval controls;
• develop competing models or products using non-public information from Ledger;
• create malware, phishing, spam, or security attacks; or
• violate the policies of BuildPass, OpenAI, Anthropic, Google, or other AI providers.

BuildPass may suspend or restrict AI Features where it reasonably believes there has been misuse or where required to protect BuildPass, Ledger, Customers, providers, or any person.

11. AI outputs and ownership

As between BuildPass and the Customer, AI inputs and outputs generated from Customer Data are Customer Data, subject to the Ledger Terms of Service.

BuildPass retains ownership of Ledger, including AI Feature architecture, prompts, workflows, system instructions, product logic, analytics, software, designs and improvements.

12. Retention

BuildPass may retain AI inputs, outputs, feedback, logs and related records for as long as reasonably necessary to provide Ledger, maintain audit trails, support Users, improve product quality, investigate issues, protect security, comply with law and resolve disputes.

Retention may differ by feature, plan, provider and configuration. Some AI-related data may be included in Customer Data exports or deletion workflows where technically feasible and legally appropriate. Deleted AI-related Customer Data may remain in backups in accordance with the Ledger Terms of Service and Privacy Policy.

13. Changes

BuildPass may update, modify, add, remove, suspend, or replace AI Features or this AI Policy from time to time. Continued use of Ledger after an update takes effect constitutes acknowledgement of the updated AI Policy.

14. Contact

For Ledger support, contact support@buildpass.com.au.

For privacy questions, contact privacy@buildpass.com.au.