AI Services Policy

1. Overview of AI Services

SmallERP incorporates artificial intelligence ("AI") and machine learning technologies to enhance your business management experience. Our AI Services include, but are not limited to:

1.1 AI Business Assistant

• Natural language queries ("Who owes me money?", "What's my best-selling product?")
• Conversational interface via web dashboard and WhatsApp
• Voice note processing and transcription
• Query interpretation and response generation

1.2 AI-Powered Automation

• Smart invoice generation and suggestions
• Automated payment reminder scheduling
• Inventory reorder recommendations
• Expense categorization
• Customer communication drafting

1.3 AI Analytics and Insights

• Business performance analysis
• Sales trend predictions
• Cash flow forecasting
• Customer behavior insights
• Anomaly detection in financial data

1.4 AI Document Processing

• Receipt and invoice scanning (OCR)
• Data extraction from uploaded documents
• Automatic field population
• Document classification

2. AI Technology and Third-Party Providers

2.1 Third-Party AI Services

SmallERP uses third-party AI providers to deliver AI Services, which may include but are not limited to:

• OpenAI (GPT models)
• Anthropic (Claude models)
• Google Cloud AI services
• Other AI/ML service providers

By using our AI Services, you acknowledge and consent to your data being processed by these third-party providers in accordance with their respective terms and privacy policies.

2.2 Provider Changes

We reserve the right to change, add, or remove third-party AI providers at any time without notice. We will endeavor to maintain consistent service quality but make no guarantees regarding specific AI models or providers.

3. Data Usage for AI Services

3.1 What Data We Process

To provide AI Services, we process:

• Your queries and prompts (text and voice)
• Business data you've entered (invoices, inventory, customers, expenses)
• Context from your conversation history within sessions
• Uploaded documents and images

3.2 What We Do NOT Do

• We do not use your business data to train AI models for other customers
• We do not sell your data to third parties
• We do not share identifiable business information with other users
• We do not allow AI providers to use your data for their general model training (where such opt-out is available)

4. AI Output Disclaimers

4.1 No Guarantee of Accuracy

AI-GENERATED CONTENT MAY CONTAIN ERRORS, INACCURACIES, OR HALLUCINATIONS.

AI Services are provided for informational and convenience purposes only. You must:

• Independently verify all AI-generated information before relying on it
• Review all AI-drafted documents before sending or using them
• Not treat AI outputs as professional advice

4.2 Not Professional Advice

AI SERVICES DO NOT CONSTITUTE AND ARE NOT A SUBSTITUTE FOR:

• Professional accounting advice
• Legal advice
• Tax advice
• Financial planning or investment advice
• Audit services

Always consult qualified professionals for important business, legal, tax, or financial decisions.

4.3 Calculation Accuracy

While our AI strives for accuracy, you are solely responsible for verifying:

• All numerical calculations
• Tax computations and VAT amounts
• Financial summaries and reports
• Invoice totals and payment amounts

We are not liable for any errors in AI-generated calculations or their consequences.

5. Acceptable Use of AI Services

5.1 Permitted Uses

You may use AI Services for:

• Managing your legitimate business operations
• Generating business documents and communications
• Analyzing your own business data
• Automating routine business tasks

5.2 Prohibited Uses

You agree NOT to use AI Services to:

Illegal or Harmful Activities:

• Generate fraudulent invoices or financial documents
• Create deceptive or misleading business communications
• Evade taxes or facilitate money laundering
• Harass, threaten, or harm any person
• Violate any applicable law or regulation

Abuse of AI Systems:

• Attempt to extract or reverse-engineer AI models
• Circumvent safety measures or content filters
• Generate spam or unsolicited bulk communications
• Overload or abuse the AI Services (rate limit abuse)
• Use automated systems to interact with AI without authorization

Misrepresentation:

• Falsely claim AI outputs are human-generated professional advice
• Use AI to impersonate individuals or organizations
• Present AI predictions as guaranteed outcomes
• Misrepresent the capabilities or accuracy of AI features

6. AI Service Limitations

6.1 Availability

AI Services may be:

• Temporarily unavailable due to maintenance or outages
• Subject to rate limits and usage quotas
• Degraded during high-demand periods
• Modified or discontinued at any time

6.2 Language and Regional Limitations

• AI Services are optimized for English and Arabic
• Regional business practices and regulations may not be fully reflected
• Local tax laws and compliance requirements may not be accurately interpreted
• Currency and date formatting may vary

6.3 No Human Replacement

AI Services are designed to assist, not replace:

• Human judgment and decision-making
• Professional advisors (accountants, lawyers, tax professionals)
• Your responsibility for your business operations

7. Privacy and Confidentiality

7.1 Confidential Information

Do not input highly sensitive information into AI Services that you would not want processed by third-party AI providers, including:

• Passwords or authentication credentials
• Payment card numbers (full card numbers)
• Government ID numbers
• Trade secrets requiring strict confidentiality
• Information subject to legal privilege

7.2 Cross-Border Data Transfer

AI Services may involve transferring your data to servers located outside the UAE. By using AI Services, you consent to this transfer.

8. Liability for AI Services

8.1 Disclaimer of Warranties

AI SERVICES ARE PROVIDED "AS IS" WITHOUT ANY WARRANTIES, EXPRESS OR IMPLIED.

We specifically disclaim warranties of:

• Accuracy or reliability of AI outputs
• Fitness for any particular purpose
• Non-infringement
• Uninterrupted or error-free operation

8.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE ARE NOT LIABLE FOR:

• Errors, inaccuracies, or omissions in AI-generated content
• Decisions you make based on AI outputs
• Loss of business, profits, or data arising from AI Services
• Any damages resulting from AI Service unavailability
• Actions of third-party AI providers

8.3 Your Responsibility

You are solely responsible for:

• Reviewing and verifying all AI outputs
• Decisions made based on AI-generated information
• Ensuring AI-generated content is appropriate before use
• Compliance with laws regarding AI-generated content

9. Regulatory Compliance

9.1 Emerging AI Regulations

AI technology is subject to evolving regulations. You acknowledge that:

• Legal requirements for AI may change
• Certain uses of AI may become regulated or restricted
• You are responsible for compliance with AI-related laws in your jurisdiction

9.2 Disclosure of AI Use

Depending on your jurisdiction and use case, you may be required to disclose when content is AI-generated. You are solely responsible for making any required disclosures.

9.3 UAE AI Regulations

If operating in the UAE, you agree to comply with all applicable AI governance frameworks and regulations issued by UAE authorities.

10. Contact for AI-Related Concerns

For questions, concerns, or reports related to AI Services:

For urgent safety concerns or abuse reports, please include "URGENT" in your subject line.