AI Use and Limitations

IBIOS, provided by IBIOS Limited (company number NI743167), uses artificial intelligence (AI) in several features. This page explains what the AI does, where its limits are, and who is responsible for what. It forms part of our Terms of Service.

1. AI can be wrong

AI models can produce results that are inaccurate, incomplete or made up. They can also misread documents and mishear speech. We work to reduce these errors: AI features draw on your own IBIOS records, show where an answer came from where they can, and are built to say when they do not know. Even so, no AI system is error-free, and we do not claim that ours is.

2. Where IBIOS uses AI

Depending on your plan and settings, IBIOS uses AI to:

• read quotes, price lists and documents;
• draft notes, messages and summaries;
• answer staff questions about your own records;
• transcribe calls and meetings that you choose to record.

The providers that run these models are listed on our Sub-processors page.

3. A person stays in control

• Check before you rely on it. You must review AI output before you rely on it, act on it or send it to anyone.
• Messages to your customers. IBIOS is designed so that AI drafts customer messages and a member of your team approves them. You are responsible for anything sent from your account.
• Records. Your confirmed records in IBIOS, such as bookings, quotes and payments, take priority over anything an AI has summarised or transcribed.

4. Not professional advice, and not for emergencies

AI output is not legal, financial, tax, medical or other professional advice. Do not use IBIOS for emergencies or for anything where safety depends on the answer.

5. Your data and AI models

• We do not use your identifiable data to train AI models.
• Our AI providers process requests to return a result. Under their business terms, they do not use data sent through their business APIs for training by default.
• AI features follow the same separation between customers as the rest of IBIOS. One customer's records are not used to answer another customer's questions.

6. Recording and transcription

If you record calls or meetings, you must give the notices and obtain any consent the law requires. Transcripts are kept for the period set in your settings. The default is 90 days.

7. Changes to AI models

We may change the AI models or providers we use to improve quality, cost or reliability. If we add a provider, we will update the Sub-processors page first.

8. Liability

Our liability for AI output is limited as set out in the Terms of Service. We are not responsible for loss caused by relying on AI output that was not checked.

Change history

• 1.0, 16 October 2026: First published version.