AI Usage Disclosure

1. Overview

At VaultRent, we believe in transparency about how we use artificial intelligence (AI) and machine learning (ML) technologies. This disclosure explains where, how, and why AI is used in our platform.

Our Commitment: We use AI to enhance your experience and improve efficiency, but we never use AI to make critical decisions about your tenants, properties, or legal compliance without your explicit input and approval.

2. Where AI is Used in VaultRent

2.1 Document Analysis (Optional Feature)

If you enable this feature, AI may help extract key information from uploaded documents such as:

• Lease agreements
• Maintenance receipts
• Inspection reports

How it works: Documents are analyzed using optical character recognition (OCR) and natural language processing to identify dates, amounts, and property details.

You always review and approve extracted data before it's saved.

2.2 Smart Reminders and Notifications

AI helps predict optimal times to send rent reminders and maintenance notifications based on:

• Historical payment patterns
• Tenant communication preferences
• Time zone and schedule data

You can always override AI suggestions and set manual schedules.

2.3 Anomaly Detection and Security

AI monitors for unusual activity to protect your account:

• Suspicious login attempts
• Unusual data access patterns
• Potential security threats

2.4 Support Chatbot (Coming Soon)

An AI-powered chatbot will assist with basic questions about using VaultRent. Complex issues will always be escalated to human support staff.

Important: The chatbot does NOT provide legal advice, tenant screening recommendations, or financial guidance.

2.5 Analytics and Insights

AI analyzes your property data to generate insights such as:

• Maintenance cost trends
• Rent collection patterns
• Property performance metrics

All analytics are for informational purposes only and should not be solely relied upon for business decisions.

3. How Your Data is Used for AI

3.1 Data Used for AI Features

When you enable AI features, we may use:

• Property and tenant data you've entered
• Usage patterns within the platform
• Historical trends and patterns (anonymized and aggregated)

3.2 Data NOT Used for AI Training

We do NOT:

• Use your tenant's personal information to train third-party AI models
• Share your property data with external AI providers for model improvement
• Sell or monetize your data for AI research purposes
• Use your data to benefit competitors or other customers

3.3 Third-Party AI Services

We may use AI services from reputable providers (e.g., OpenAI, Google Cloud AI) under strict data processing agreements that comply with PIPEDA. These providers:

• Do not train their models on your data (per our contracts)
• Process data only to provide VaultRent services
• Are bound by confidentiality and security requirements

4. Transparency Commitments

4.1 Clear Labeling

When you interact with AI-generated content or suggestions, we clearly label it as "AI-assisted" or "AI-generated."

4.2 Explanation of AI Decisions

Where possible, we provide explanations for AI-generated recommendations. For example, if AI suggests a maintenance schedule, we'll show you the factors that influenced the suggestion.

4.3 No Hidden AI

We do not use AI in ways that are invisible or deceptive. If an AI system influences what you see or how the platform works, we disclose it.

5. AI Limitations and Risks

5.1 AI is Not Perfect

AI systems can:

• Make errors in data extraction or interpretation
• Produce incorrect or misleading suggestions
• Fail to understand context or nuance
• Exhibit bias based on training data

5.2 Not a Substitute for Professional Judgment

AI-generated insights should NEVER replace:

• Legal advice from a qualified lawyer
• Financial advice from an accountant
• Professional property management expertise
• Your own judgment and due diligence

5.3 Compliance Responsibility

While AI may help with administrative tasks, you remain solely responsible for ensuring compliance with the Residential Tenancies Act, PIPEDA, and other applicable laws.

6. Human Oversight

VaultRent maintains human oversight of AI systems:

• Review Process: New AI features undergo review by legal and security teams
• Monitoring: We continuously monitor AI performance and accuracy
• User Feedback: We collect and act on feedback about AI features
• Human Support: Critical decisions always involve human staff

7. Opting Out of AI Features

You have control over AI in VaultRent:

• Toggle Features: Enable or disable AI features in your account settings
• Selective Use: Use AI for some tasks (e.g., document scanning) but not others
• Manual Mode: Operate VaultRent entirely without AI assistance

Disabling AI features may reduce convenience but will not affect core platform functionality.

8. Updates to AI Features

As AI technology evolves, we may:

• Introduce new AI-powered features
• Improve existing AI capabilities
• Retire underperforming AI tools

We will update this disclosure when significant AI changes occur and notify users via email or in-app notifications.

9. Questions About AI

If you have questions or concerns about how VaultRent uses AI, please contact us:

We welcome feedback about AI features and are committed to using AI responsibly and transparently.