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TradeCheck AI Features and Data Use Policy

Provider: TradeCheck (NZ) Limited Contact: feedback@solisai.co Effective date: 20 February 2026 Last updated: 20 February 2026

This policy explains how AI-assisted features in TradeCheck work, what data they use, and what your responsibilities are when using those features.

1. Scope

This policy applies to AI-assisted features currently available in TradeCheck, including:

  • Template Builder document analysis
  • Ask Bob help assistant

2. AI provider

TradeCheck currently uses OpenAI API services for parts of AI-assisted functionality.

3. Template Builder AI

Template Builder allows eligible users to upload source documents and generate draft template structures.

3.1 Data processed for Template Builder

When you run template analysis, the following may be processed:

  • Source file content (for example PDF, DOCX, text, or image files)
  • File metadata (name, mime type, size)
  • Template setup metadata (template name, description, category, trade type)
  • Prompt instructions and model output

3.2 Where Template Builder data is stored

Based on current implementation:

  • Source documents are stored in a private Supabase Storage bucket: template-source-docs.
  • Import job metadata and AI outputs are stored in template_import_jobs (including normalized payload and model response metadata).
  • Access is restricted by tenant/platform-admin authorization and RLS/storage policies.

3.3 Output quality

AI-generated templates are draft outputs and may contain mistakes or omissions. You must review and approve before publishing and using them in live inspections or compliance workflows.

4. Ask Bob AI helper

Ask Bob provides product help answers based on TradeCheck help knowledge.

4.1 How Ask Bob answers are generated

Based on current implementation:

  • TradeCheck first ranks internal help knowledge sources.
  • Strong matches are answered deterministically from curated sources.
  • For medium-confidence matches, Ask Bob may call OpenAI with the user question plus selected source material.
  • For weak or ambiguous matches, Ask Bob returns a "not found" style response instead of guessing.

4.2 Data processed for Ask Bob

Ask Bob processing can include:

  • User question text
  • Current app pathname/context
  • User role context (for response relevance)
  • Curated source snippets used for grounding

4.3 Ask Bob data storage

Based on current implementation:

  • Chat messages are stored in browser session storage for the active session.
  • Thumbs up/down ratings are stored server-side in help_response_ratings, including question, answer, citations, and context.

5. Customer responsibilities

You are responsible for:

  • Reviewing AI output before operational use
  • Avoiding upload of unnecessary personal or sensitive data
  • Ensuring you have legal authority to submit data to the Service

6. Prohibited reliance

AI-assisted responses and generated content are support tools only. They are not legal, engineering, certification, or professional advice.

7. Model training and third-party terms

TradeCheck does not use your submitted AI feature data to train TradeCheck proprietary models.

Third-party AI provider processing is governed by that provider's terms and technical controls. You should review provider terms where relevant to your compliance requirements.

8. Feature changes

We may update, limit, or withdraw AI features over time. Material changes to AI data handling will be reflected in this policy and related legal documentation.

9. Contact

Questions about AI feature use or data handling: feedback@solisai.co