AI POLICY
The Vault Bookkeeping Pty Ltd
ABN 19 643 360 123
36 Church Street, Maitland NSW 2320
www.thevaultbookkeeping.com.au
1: Purpose
The purpose of this AI Policy is to outline how Artificial Intelligence tools are used within The Vault Bookkeeping Pty Ltd and to ensure client data, compliance obligations, and professional standards are maintained.
AI is used as an assistive tool only. It does not replace professional judgement, compliance obligations, or human oversight.
2: Scope of AI Use
The Vault Bookkeeping Pty Ltd may use AI tools including:
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Text generation tools such as ChatGPT
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AI features embedded within accounting platforms such as Xero
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AI tools within marketing platforms
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Scheduling and workflow automation tools
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Business process automation platforms
AI may be used to assist with:
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Drafting emails
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Drafting internal documents
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Drafting marketing content
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Generating social media content
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Supporting workflow efficiency
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Assisting with data categorisation within approved software
3: Prohibited Uses
AI is not used for:
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Lodging BAS or compliance documents
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Making final compliance decisions
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Providing financial planning advice
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Providing taxation advice without professional review
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Replacing qualified professional oversight
All compliance related outputs are reviewed and approved by a qualified professional prior to submission.
4: Client Data Protection
The Vault Bookkeeping Pty Ltd does not enter identifiable client financial data into public AI tools.
Client information must not be uploaded into external AI systems unless the platform forms part of an approved and secure business system.
AI tools used internally must comply with privacy and data protection standards consistent with the Privacy Act 1988 and the Australian Privacy Principles.
5: Human Oversight
All AI generated outputs must be reviewed by a human team member before being used externally or provided to clients.
AI is used to support efficiency and idea generation. It is not relied upon as a decision maker.
Professional judgement remains the responsibility of qualified staff.
6: Marketing and Content Use
AI may be used to assist in the creation of marketing content, proposals, website copy, and social media material.
All content is reviewed, edited, and approved by The Vault Bookkeeping team prior to publication.
7: Staff Responsibilities
Staff may use approved AI tools within the scope of their role.
Misuse of AI tools, including entering confidential information into unapproved platforms, may result in disciplinary action.
All staff are required to follow internal procedures regarding data protection and confidentiality when using AI tools.
8: Transparency
Clients may request information about how AI is used within the business.
The Vault Bookkeeping Pty Ltd remains committed to transparency, professional integrity, and responsible technology adoption.
9: Review of Policy
This AI Policy may be updated as technology, regulation, and business practices evolve.