AI Processing Disclosure

1. Purpose of AI in IQounting

IQounting uses AI-assisted functionality to automate repetitive document-processing and accounting tasks.

Depending on available functionality, AI may assist with:

• recognising invoices and bills;
• reading uploaded documents;
• extracting supplier information;
• extracting customer information;
• identifying invoice numbers;
• identifying dates and due dates;
• extracting monetary amounts;
• extracting VAT information;
• extracting bank and payment information;
• classifying documents;
• suggesting accounting classifications;
• detecting possible duplicates;
• identifying possible inconsistencies;
• converting documents into structured accounting records; and
• assisting users in reviewing accounting information.

2. Human Review

AI functionality is intended to assist users rather than replace appropriate human or professional judgement.

AI-generated information may contain:

• extraction errors;
• incorrect classifications;
• missing information;
• incorrect assumptions;
• incorrect matches; or
• other inaccuracies.

Users should review relevant information before:

• confirming a document;
• approving an incoming bill;
• recording a transaction;
• making a payment;
• exporting accounting information;
• submitting information to accounting software;
• relying on VAT or tax treatment;
• communicating material financial information; or
• taking another significant accounting, financial or legal action.

Where the IQounting workflow provides review or confirmation functionality, users remain responsible for making the relevant confirmation.

3. No Professional Advice

AI-generated information provided through IQounting does not itself constitute:

• accounting advice;
• audit advice;
• tax advice;
• legal advice;
• investment advice; or
• other regulated professional advice.

Where professional advice is required, users should consult an appropriately qualified professional.

4. Personal Data Used in AI Processing

Documents processed through AI functionality may contain Personal Data.

Depending on Customer documents, such information may include:

• names;
• business contact information;
• addresses;
• company information linked to natural persons;
• invoice details;
• transaction descriptions;
• bank account information;
• payment information; and
• other information contained in invoices or accounting records.

Where IQounting processes such information on behalf of a Customer, the processing is subject to the IQounting DPA.

5. Third-Party AI and OCR Providers

IQounting may use third-party infrastructure to provide AI, machine-learning or OCR functionality.

Where a third-party provider processes Customer Personal Data on behalf of IQounting, the provider will be treated as a Subprocessor where required under Data Protection Law.

The applicable provider falls within the AI and OCR processing category of Subprocessors described in the Subprocessors section. Information about the relevant Subprocessor is available where required under applicable Data Protection Law.

6. Customer Data and Model Training

Customer Personal Data is processed to provide, maintain and secure the Service and for other purposes authorised by the applicable Agreement and Data Protection Law.

IQounting does not authorise third-party AI providers to use Customer Personal Data for unrelated model-training purposes unless such use has been expressly disclosed and lawfully authorised.

IQounting's production provider settings and contractual arrangements should be configured consistently with this commitment.

IQounting may use appropriately aggregated, anonymised, synthetic or otherwise lawfully processed information to improve the Service where individuals and Customer confidential information are appropriately protected.

7. Automated Decision-Making

IQounting is designed primarily for accounting workflow assistance and document processing.

IQounting is not designed to autonomously make decisions about natural persons that produce legal effects or similarly significant effects without appropriate legal basis and safeguards.

8. Accuracy and Limitations

AI output is probabilistic and may be inaccurate.

Results may be affected by factors such as:

• document quality;
• image resolution;
• scan quality;
• document layout;
• language;
• incomplete documents;
• handwriting;
• unusual invoice formats;
• ambiguous information;
• source document errors; and
• limitations of the underlying models.

Users should verify information relevant to accounting or financial decisions.

9. Data Transfers

Where an AI or OCR provider processes Personal Data outside the EEA, IQounting shall use an appropriate international transfer mechanism where required by Data Protection Law.

The relevant processing category is described in the Subprocessors section, and the relevant provider, processing region and transfer mechanism are provided where required under applicable Data Protection Law.

10. Security

AI-assisted processing is subject to IQounting's broader data protection and security framework.

Access to Customer information should be limited to systems, personnel and service providers reasonably necessary to provide, secure and support the Service.

11. Evolution of AI Features

IQounting's AI capabilities may change as the Service develops.

Relevant transparency information may be updated where changes materially affect:

• the purpose of AI processing;
• types of Personal Data processed;
• AI providers;
• processing locations;
• international transfers; or
• material characteristics of the functionality.

12. Contact

Questions concerning IQounting AI processing may be sent to:

support@iqounting.com