AI Usage & Automation Policy

1. Overview

Cirquto includes AI assisted features designed to support operational workflows. This policy explains how these features work, what data they use, and how human oversight is maintained.

2. What AI Features Do

AI assisted features in Cirquto may:

• Analyse workspace activity to provide contextual suggestions
• Generate draft communications such as emails or messages
• Propose workflow actions such as task creation or status updates
• Trigger automations based on system events
• Summarise case activity or documentation

3. Human Oversight

AI features are designed to assist users rather than replace human judgement.

Customers remain responsible for decisions taken using the platform. Where automations produce outputs that affect clients or third parties, users should review those outputs before execution.

Cirquto does not make legally binding decisions on behalf of customers.

4. Automation Configuration

Users can configure automation behaviour within their workspace. Options typically include:

• Suggest — AI proposes an action for user approval
• Automate — AI executes an action automatically based on defined rules
• Disabled — feature is turned off

Workspace administrators control which automations are active and at what level.

5. Data Usage

AI features may process workspace data including:

• Case and client records
• Communication history
• Task and workflow information
• Document content

This data is processed solely to provide AI assisted functionality within the customer’s own workspace.

Customer data is not used to train public AI models.

6. AI Providers

Cirquto may use third party AI model providers to deliver certain features. These providers are listed on the Sub-processor List.

Data shared with AI providers is limited to what is necessary to generate the requested output and is subject to appropriate contractual safeguards.

7. Accuracy and Limitations

AI generated outputs may contain errors or inaccuracies. Cirquto does not guarantee the accuracy, completeness, or suitability of any AI generated content.

Users should treat AI outputs as suggestions and apply their own professional judgement.

8. Logging and Auditability

AI assisted actions are logged within the platform audit trail. Customers can review what automations were triggered and what outputs were generated.

9. Responsible Use

Customers agree not to use AI features to:

• Generate content that is misleading, harmful, or unlawful
• Circumvent regulatory obligations
• Process data beyond the scope permitted by their agreements with data subjects

10. Changes to This Policy

We may update this policy as AI capabilities evolve. Material changes will be communicated to customers.

11. Contact

For questions about AI features contact privacy@cirquto.com.