AI document review terms

1. What this covers

These terms cover Smart document review in MyCareCompliance. It reads a document you upload, such as an export from another system, and suggests audit ratings and findings.

They add to the MyCareCompliance subscription agreement and data processing terms. If they conflict, these terms apply to AI document review.

2. Your instruction to us

By accepting, your organisation, as data controller, instructs AJG Advisory Services Limited to send the documents you choose to upload to our AI supplier, so that suggestions can be produced.

Documents can contain personal and special category data about people you support and staff. You confirm you have a lawful basis to share it for this purpose and that your privacy notices cover it.

Only upload what is needed for the audit. Remove names and other identifiers where you can.

3. How the AI supplier is used

Documents are sent securely to our AI supplier through the Lovable AI Gateway, only when a user starts a review. We ask the supplier not to store the request.

We cannot guarantee that the supplier keeps no copy at all. Their own terms and retention rules apply.

Documents are not used by us to train AI models. Common identifiers in plain text are reduced before sending where possible.

4. Suggestions only

AI suggestions can be wrong or incomplete. Nothing is saved until a person reviews and applies it.

Your organisation stays responsible for audit decisions, ratings and anything shared with CQC.

5. Who can accept and how to withdraw

Only a director, nominated individual or registered manager can accept these terms for the provider. We record their name, email address, the date and the version accepted.

You can withdraw at any time by emailing info@ajgadvisory.co.uk. We will switch the feature off for your organisation.