AI POLICY

Last Updated: 02/10/2025

i4T Global is committed to using Artificial Intelligence (“AI”) responsibly, securely and transparently across our products and business operations.

This AI Policy explains how we approach the development, selection and use of AI, how we protect Customer Data, and the principles and controls that guide our use of AI.

i4T Global is a PropTech Ecosystem owned by Tradies Software Pty Ltd (ABN 80 615 830 165).

Our primary products are:

i4T Maintenance – strata and property maintenance management software;
i4T Business – job and field service management software for trades and service businesses; and
i4T CRM – customer relationship management and workflow automation software.

Our current regional operating entities include:

Oceania
i4T Oceania Pty Ltd
Level 22, 120 Spencer Street
Melbourne, Victoria 3000
Australia

UK and Europe
i4T Sàrl
Quai des Bergues 23
1201 Geneva
Switzerland

The relevant i4T Global entity will depend on the Service, region and AI processing activity involved.

1. Purpose and Scope

(a) This Policy applies to AI systems and AI-enabled functionality developed, integrated, operated or used by i4T Global.

(b) It also applies to approved third-party AI software used by our teams for legitimate business purposes.

(c) Our approach to AI is based on responsible adoption, appropriate human oversight, privacy, security, transparency and accountability.

(d) We comply with applicable laws relating to AI, privacy, data protection, consumer protection, intellectual property and other relevant areas.

Where relevant, we also consider recognised responsible-AI guidance and industry practices.

(e) This Policy should be read together with our:

(i) Terms and Conditions;

(ii) Privacy Policy;

(iii) Data Subject Policy; and

(iv) applicable Data Processing Agreement (“DPA”).

2. How We Use AI

(a) AI may be used within i4T Global products and operations to help improve efficiency, automate appropriate tasks, analyse information and support users in completing business processes.

(b) Depending on the relevant product or use case, AI-enabled functionality may assist with activities such as:

(i) analysing or organising information;

(ii) generating or summarising content;

(iii) providing recommendations or suggestions;

(iv) identifying patterns or priorities;

(v) supporting workflow automation; and

(vi) helping users make more informed decisions.

(c) Specific AI functionality may differ between i4T Maintenance, i4T Business and i4T CRM and may change as our products develop.

(d) AI is intended to support people rather than remove appropriate human responsibility.

3. Our Responsible AI Principles

(a) We apply the following principles to the development and use of AI.

(i) Human-centred use

AI should support useful and appropriate outcomes for Customers, users and the people affected by our Services.

(ii) Accountability

AI systems and AI-enabled functionality must have appropriate ownership, governance and accountability within i4T Global.

(iii) Transparency

We aim to provide appropriate information about AI-enabled functionality and its role in our Services.

Where required by law, individuals will be informed when they are interacting directly with an AI system or are exposed to AI-generated or manipulated content.

(iv) Privacy and data protection

AI use must comply with our Privacy Policy, Data Subject Policy, applicable DPA and relevant privacy and data protection laws.

(v) Security

AI systems, integrations and data must be protected using security controls appropriate to the level of risk.

(vi) Fairness

Where relevant to the use case, we assess AI for risks of unfair bias, discrimination or inappropriate outcomes.

(vii) Reliability

AI systems and AI-enabled features are tested before they are deployed into production.

AI performance and risks may also be reviewed after deployment where appropriate.

4. Human Oversight and User Responsibility

(a) AI-generated information may be incomplete, inaccurate, outdated or unsuitable for a particular situation.

(b) AI outputs should therefore be reviewed before being relied upon, particularly where they could affect important business, compliance, maintenance, contractor, customer or operational decisions.

(c) Customers and Authorised Users remain responsible for decisions they make using information or recommendations provided through i4T Global Services.

(d) The level of human oversight required will depend on the AI system, its purpose and the potential impact of its outputs.

(e) Where an AI use may materially affect an individual’s rights or interests, we apply additional review and safeguards where required by applicable law.

(f) AI-enabled functionality does not replace legal, financial, accounting, safety, compliance or other professional advice.

5. Customer Data and AI

(a) Customer Data remains subject to the protections set out in our Terms and Conditions, Privacy Policy and applicable DPA.

(b) Where personal information is processed using AI, we require an appropriate lawful basis, contractual authority and relevant privacy and security safeguards.

(c) We do not use Customer Data to train public or third-party AI models unless this has been expressly agreed and disclosed.

(d) Customer Data provided to approved AI services will only be used for authorised purposes connected with the relevant Service or business activity.

(e) Where appropriate, we use data minimisation and may use aggregated or de-identified information to reduce privacy and security risks.

(f) We do not describe information as anonymous unless it has been processed so that individuals are no longer reasonably identifiable in accordance with applicable requirements.

(g) Personal information processed through AI remains subject to applicable privacy and data subject rights.

6. Third-Party AI Services

(a) i4T Global may use or integrate AI technology provided by approved third-party providers.

(b) Before approving an AI provider or material AI service, we assess relevant risks based on the intended use.

This may include consideration of:

(i) security;

(ii) privacy and data protection;

(iii) contractual data use;

(iv) data retention;

(v) model training practices;

(vi) international data processing;

(vii) reliability and performance; and

(viii) applicable regulatory requirements.

(c) Where an AI provider processes personal data on our behalf, it will be managed through our applicable service-provider or subprocessor controls.

(d) Third-party AI providers may only process Customer Data in accordance with the applicable contractual arrangements and authorised purpose.

(e) Our use of third-party AI providers may change as technology, products and operational requirements develop.

7. AI Transparency and Automated Decision-Making

(a) We aim to make it reasonably clear where an individual is directly interacting with an AI-enabled system where this may not otherwise be obvious.

(b) Where applicable law requires AI-generated or manipulated content to be identified, labelled or otherwise disclosed, we will apply the relevant transparency requirements.

(d) i4T Global generally designs AI functionality to assist human decision-making rather than automatically replace it.

(e) Where personal information is used in automated processing that makes or materially informs a decision with significant effects on an individual, we will apply the transparency, human review, contestability and other safeguards required by applicable law.

(f) Where applicable, individuals may have rights relating to automated processing, including rights to:

(i) receive information about relevant processing;

(ii) request human intervention;

(iii) make representations or challenge a decision; or

(iv) exercise other applicable privacy rights.

(g) Privacy and data subject requests relating to AI processing will be handled in accordance with our Privacy Policy and Data Subject Policy.

8. Testing, Security and Risk Management

(a) i4T Global uses approved AI software and services for company and product use.

(b) AI systems and AI-enabled features are tested before being deployed into production.

(i) the purpose of the AI;

(ii) the information it processes;

(iii) the people who may be affected;

(iv) the potential consequences of incorrect outputs;

(v) privacy and security risks; and

(vi) applicable legal or regulatory requirements.

(d) Testing may include, where relevant:

(i) functionality and performance;

(ii) accuracy and reliability;

(iii) security;

(iv) privacy and data handling;

(v) inappropriate or harmful outputs;

(vi) unfair bias or discriminatory outcomes; and

(vii) human oversight and escalation requirements.

(e) We apply appropriate security controls to AI systems and integrations, which may include:

(i) access controls;

(ii) authentication;

(iii) data minimisation;

(iv) approved provider controls;

(v) monitoring;

(vi) secure integrations; and

(vii) incident-management processes.

(f) Material AI errors, security issues, privacy incidents or other significant concerns will be assessed and addressed through appropriate internal processes.

(g) AI systems and higher-risk use cases may be subject to ongoing monitoring or periodic review after deployment.

9. Internal Use of AI

(a) i4T Global employees and authorised personnel may use approved AI tools for legitimate business purposes.

(b) Employees must use AI in accordance with internal policies, security requirements, privacy obligations and confidentiality requirements.

(d) AI-generated work must be appropriately reviewed before being used for important business purposes or published externally.

(e) AI must not be used to intentionally create unlawful, deceptive, discriminatory, harmful or rights-infringing content or activity.

(f) Employees and relevant personnel receive AI education and guidance appropriate to their roles and responsibilities.

10. AI Governance and Accountability

(a) i4T Global has established an AI Governance Committee responsible for oversight of responsible AI use across the organisation.

(b) i4T Global has also appointed an AI Accountable Officer with responsibility for supporting AI governance and accountability.

(i) establishing and reviewing AI policies;

(ii) approving appropriate AI software and services;

(iii) reviewing material AI risks;

(iv) supporting privacy, security and legal compliance;

(v) overseeing testing and deployment practices;

(vi) reviewing significant AI incidents or concerns; and

(vii) supporting responsible AI adoption across i4T Global.

(d) Responsibility for individual AI systems and implementations may also be assigned to appropriate product, engineering, security, privacy or business teams.

(e) Our governance processes will continue to develop as our AI use, technology and regulatory obligations evolve.

11. AI Literacy and Training

(a) We recognise that responsible AI use depends on people understanding both the capabilities and limitations of AI.

(b) We provide appropriate AI education, guidance or training to employees and personnel who develop, operate or use AI systems on behalf of i4T Global.

(i) responsible AI use;

(ii) privacy and confidential information;

(iii) AI limitations and inaccurate outputs;

(iv) human review;

(v) security;

(vi) approved AI tools; and

(vii) relevant legal or regulatory obligations.

(d) The level of training may vary according to a person’s role, technical knowledge and interaction with AI systems.

12. Intellectual Property and AI

(a) AI must be used in a manner that respects intellectual property and other legal rights.

(b) Employees and users must not knowingly use AI functionality to unlawfully reproduce, disclose or misuse protected content or confidential information.

(c) AI-generated content may require human review for accuracy, intellectual property, confidentiality and suitability before publication or commercial use.

(d) The availability of AI-generated output does not guarantee that the output is free from third-party rights or appropriate for every intended use.

13. Questions, Concerns and Challenges

(a) If you have a question about AI functionality within an i4T Global Service, please contact our support team.

(b) If you believe an AI-generated output is materially incorrect, inappropriate or has adversely affected you, you may raise the issue with us for review.

(c) Where a concern relates to your personal information or applicable data subject rights, it will be handled in accordance with our Privacy Policy and Data Subject Policy.

(d) AI and privacy enquiries can be sent to:

Support@i4TGlobal.com

14. Changes to this AI Policy

(a) AI technology and regulation continue to develop rapidly. We may therefore update this Policy as:

(i) our AI use changes;

(ii) our products develop;

(iii) technologies or providers change;

(iv) our governance practices evolve; or

(v) applicable laws and regulatory guidance change.

(b) The latest version will be published on the i4T Global website and will show the date it was last updated.

(c) Where appropriate, material changes affecting how Customer Data or AI functionality is handled may also be communicated through relevant product or Customer channels.

15. Contact Us

For questions about this AI Policy or i4T Global’s responsible use of AI, please contact:

Email: Support@i4TGlobal.com