How Kwilo uses AI

What AI may be used for

• Helping draft quotes and other customer-facing wording.
• Transcribing or summarising voice notes and other working records.
• Suggesting wording or small productivity helpers inside the product.

What AI is not there to do

• It is not there to make hidden decisions about people's rights or other sensitive outcomes.
• It is not there to remove the need to check important customer, financial or tax-related content.
• It is not there to override the judgement of the business using the software.

Human review still matters

AI output can be wrong, incomplete or just badly worded. Users still need to check anything important before it is sent to a customer, used for pricing or relied on for tax or compliance work.

Data used in AI features

When an AI feature is used, the input might include job notes, quote details, descriptions and other business information supplied by the user. The output may then be stored as part of the normal workflow record. Users should avoid putting unnecessary sensitive personal data into prompts or uploads.

Third-party model providers

AI features may rely on approved external model providers working on our behalf. Where that happens, we expect them to process prompts and outputs only for the service we have asked them to provide, subject to the controls we put in place.

Transparency and challenge

If AI has materially helped produce something, users should be able to see that AI was involved and should be able to review, edit or reject the result. People should not be boxed into accepting an AI-generated answer just because it looks polished.

How to use AI features responsibly

• Check important figures, dates, names and descriptions.
• Do not treat AI wording as final just because it sounds confident.
• Review tax-related or compliance-relevant content carefully before relying on it.
• Use the privacy policy alongside this page if you want more detail on how data is handled.