Legal

AI Usage Policy

Last updated: April 30, 2026
This policy explains how ChiefOS uses artificial intelligence and automated systems within the Service — what we use them for, which providers we rely on, how your data is handled, and what the known limitations are.
Privacy PolicyTerms of Service

1. Purpose of AI systems

ChiefOS uses machine learning and automated systems to help you understand your business. AI assists with interpreting records you submit and generating operational insights — it does not make decisions on your behalf.
Our goal is to give you accurate, timely information about your jobs, expenses, revenue, and time so you can make informed business decisions faster.

2. How AI is used

AI systems are used for the following functions within ChiefOS:
  • Receipt and document parsing: Extracting amounts, vendors, dates, and line items from photos and files you submit.
  • Transaction categorization: Classifying submitted expenses and revenue into categories relevant to your business.
  • Job intelligence: Summarizing job-level financial activity including expenses, revenue, labour, and margin.
  • Ask Chief (conversational insights): Answering natural language questions about your business data using your actual records as context.
  • Anomaly detection: Identifying unusual patterns in submitted data (e.g. vendor spikes, margin drops) and surfacing them proactively.
  • Voice and message transcription: Converting voice notes and text messages into structured business records.
  • Proactive summaries: Generating weekly digests, job updates, and cash flow projections from your real data.
  • Supplier analytics (statistical, not AI): The demand intelligence data shared with supplier partners — which products are being quoted, regional patterns, seasonal trends — is generated through statistical aggregation (counting, grouping, and anonymizing product selection events). This is not AI-generated and does not involve language models or machine learning inference on your individual data. If ChiefOS introduces AI-powered demand forecasting features for suppliers in the future, we will disclose this separately and clearly label which outputs are AI-generated estimates versus statistical facts.

3. AI providers we use

ChiefOS uses the following third-party AI providers to power its features:
  • OpenAI — Used for receipt parsing, document OCR, transaction categorization, and structured data extraction. Data sent to OpenAI is governed by OpenAI's API data usage policies.
  • Anthropic — Used for financial reasoning, complex queries via Ask Chief, and analysis tasks requiring deeper contextual understanding.
Both providers operate under enterprise API agreements that restrict them from using customer-submitted data to train their general models. Your business records are not used to train third-party AI models without your consent.

4. What data is sent to AI providers

When you use AI-powered features, relevant portions of your submitted data are sent to the AI provider to generate a response. This may include:
  • Text content of messages, notes, and descriptions you submit.
  • Image data from receipts and documents you upload for processing.
  • Aggregated financial summaries used to answer Ask Chief questions (amounts, categories, dates, job identifiers).
We minimize the data sent to AI providers to what is necessary for the specific function. We do not send unrelated personal information, authentication credentials, or payment card details to AI providers.

5. Limitations and known risks

AI systems are powerful but not perfect. You should be aware of the following:
  • Inaccuracies: AI-generated outputs may contain errors, misclassifications, or omissions. Always verify important figures independently.
  • Not professional advice: Nothing generated by ChiefOS constitutes accounting, tax, legal, or financial advice. Consult qualified professionals for decisions in those areas.
  • Context limitations: AI outputs are only as accurate as the data you submit. Incomplete or incorrect records will produce less reliable insights.
  • Hallucinations: AI models can occasionally generate plausible-sounding but incorrect information. Treat AI outputs as a starting point, not a final answer.
  • Receipt parsing variability: Complex or unclear receipts may be parsed incorrectly. Review extracted data before confirming records.

6. Human review

Before any AI-extracted record is written to your books, ChiefOS presents the result to you for confirmation. You retain full control — no record is saved without your explicit approval through a confirmation step.
You can correct any AI-generated categorization, amount, or description before confirming. Your corrections help improve accuracy for future records within your workspace.

7. Training and model improvement

ChiefOS may use aggregated, anonymized datasets derived from platform activity to improve its own internal systems and prompts. These datasets are designed to prevent identification of specific users or businesses.
We do not provide your identifiable Customer Data to third-party AI providers for general model training purposes.

8. Cryptographic record integrity

Financial records created through ChiefOS are protected by SHA-256 cryptographic hash chains. Each transaction is linked to the previous one in a tamper-evident sequence. This means:
  • Any modification to a stored record is detectable through integrity verification.
  • Records can be verified for authenticity at any time from Settings → Data Integrity.
  • Hash chains are maintained regardless of your subscription plan.
This feature is designed to support trust in your financial records for audits, insurance claims, and client disputes.

9. Your controls

You can manage AI features and data handling in the following ways:
  • Review and correct all AI-extracted data before it is saved.
  • Delete records from your workspace at any time through the portal.
  • Request a full export of your data via our contact form.
  • Request deletion of your account and associated records via our contact form or by writing to privacy@usechiefos.com.

10. Changes to this policy

As AI capabilities and provider relationships evolve, we may update this policy. Material changes will be communicated by email or via an in-platform notice before taking effect.
Questions about how AI is used in ChiefOS? Use our contact form or write to privacy@usechiefos.com.