AI and Automation Policy

1.1. Purpose

This AI and Automation Policy governs the use of automated systems, document-generation tools, structured workflows, decision-support tools, document-processing tools, extraction tools, classification tools, report-generation tools, workflow automation, automated questionnaires, automated evidence review, automated status indicators, automated summaries and other automated functionality made available through or in connection with the Synergik ecosystem.

The purpose of this Policy is to define the role, legal status, limitations, review requirements, user responsibilities and permitted use of automated systems within Synergik.

1.2. Incorporation into the Terms

This Policy forms part of the Synergik Terms and Conditions and is incorporated into them by reference.

By creating a Synergik account, accessing any Synergik Platform, uploading Client Content, using automated workflows, generating documents, requesting reports, receiving platform outputs, or otherwise using automated functionality, the Client agrees to comply with this Policy.

1.3. Relationship with other terms

This Policy applies together with:

• the Synergik Terms and Conditions;
• the applicable Platform-Specific Terms;
• the applicable Service Order;
• the applicable quotation;
• the Acceptable Use Policy;
• the Privacy Policy;
• the Data Processing Addendum, where applicable;
• professional engagement terms;
• regulated-provider terms;
• third-party provider terms; and
• applicable law.

Where a Platform-Specific ToU contains more detailed rules for automated functionality within a specific Synergik Platform, those platform-specific rules shall apply to that platform.

2.1. Automated Systems

“Automated Systems” means software, tools, workflows, models, algorithms, scripts, rules engines, document-generation systems, document-processing systems, classification systems, extraction tools, decision-support systems, report-generation systems, automated questionnaires, automated routing systems and other automated functionality used by or through Synergik.

2.2. Automated Output

“Automated Output” means any text, document, report, draft, summary, classification, answer, recommendation, issue list, checklist, data extraction, status, score, workflow result, generated document, generated report, generated email, generated message, prompt response, template output, structured data, risk flag, missing-item list or other output produced in whole or in part by Automated Systems.

2.3. Client Input

“Client Input” means information, documents, answers, files, data, prompts, instructions, confirmations, evidence, business information, corporate information, technical information, legal information, regulatory information or other materials submitted, uploaded, entered, approved or provided by or on behalf of the Client.

2.4. Human Review

“Human Review” means review performed by a Synergik representative, Legal Advisor, Professional Service Provider, provider or another authorised person within the scope of an accepted Service Order, quotation, professional engagement or platform workflow.

Human Review does not include mere platform access, technical support, account support, automated processing, automated formatting, automated issue detection or general customer support, unless expressly stated otherwise.

3.1. Permitted use within Synergik

Synergik may use Automated Systems for purposes including, without limitation:

• onboarding;
• information collection;
• workspace organisation;
• questionnaire generation;
• document upload processing;
• document classification;
• document extraction;
• evidence organisation;
• requirement mapping;
• gap identification;
• missing-item detection;
• document drafting;
• document assembly;
• report generation;
• summarisation;
• workflow routing;
• status tracking;
• risk flagging;
• consistency checking;
• support assistance;
• provider coordination;
• internal quality control;
• security monitoring;
• audit logging; and
• service administration.

3.2. Automated Systems as support tools

Automated Systems are used as support tools. They do not replace Client judgment, professional judgment, legal advice, regulatory advice, technical advice, security advice, provider review, authority review or final human approval where such review or approval is required.

3.3. No autonomous authority

No Automated System has authority to bind Synergik, the Legal Advisor, any Professional Service Provider, any regulated provider or any third-party provider unless Synergik expressly states otherwise in writing.

No Automated System has authority to approve a Client, approve a regulated service, approve a legal engagement, approve a provider onboarding, issue a binding legal opinion, certify compliance, submit documents to an authority, or guarantee any result.

4.1. Preliminary and reviewable nature

Unless expressly confirmed otherwise in writing, Automated Output is preliminary, reviewable and subject to correction, completion, approval, professional review or further verification.

The Client shall not treat Automated Output as final, complete, accurate, legally sufficient, regulator-approved, provider-approved, professionally reviewed, certified or suitable for submission unless such status has been expressly confirmed through the applicable workflow, Service Order, professional engagement or written confirmation.

4.2. Possible errors

The Client acknowledges that Automated Output may contain errors, omissions, inconsistencies, outdated references, incomplete reasoning, formatting defects, inaccurate summaries, incorrect classifications, incorrect assumptions, misplaced risk flags, missing issues, inaccurate extraction, unsupported conclusions or unsuitable language.

The Client must review Automated Output before relying on it, submitting it, executing it, publishing it, circulating it externally, implementing it or using it for any legal, regulatory, commercial, technical, security, financial, payment, card, incorporation, compliance or professional purpose.

4.3. Dependence on Client Input

Automated Output may depend on Client Input.

If Client Input is inaccurate, incomplete, outdated, misleading, inconsistent, unlawful, unauthorised, poorly formatted, defective, corrupted, irrelevant or ambiguous, the Automated Output may be inaccurate, incomplete, misleading, unsuitable or unusable.

Synergik is not responsible for errors or adverse consequences arising from inaccurate, incomplete, outdated, misleading, unauthorised or unlawful Client Input, except to the extent liability cannot lawfully be excluded.

4.4. No guarantee of suitability

Synergik does not warrant that Automated Output will be suitable for the Client’s intended purpose, jurisdiction, entity, business model, regulatory status, technical environment, transaction, filing, submission, authority process, provider process, commercial arrangement or legal issue unless suitability has been expressly confirmed under an accepted professional engagement or Service Order.

5.1. No legal advice from automation alone

Automated Output does not constitute legal advice, legal opinion, legal representation, lawyer-client advice, legal-services engagement or professional legal work product unless expressly reviewed and approved by the Legal Advisor within the scope of an accepted legal engagement.

5.2. No regulatory advice from automation alone

Automated Output does not constitute regulatory advice, licensing advice, regulatory classification, regulator-facing advice, compliance certification or regulatory approval unless expressly reviewed and approved by an authorised Professional Service Provider within the agreed scope.

5.3. No financial, investment, tax or accounting advice

Automated Output does not constitute financial advice, investment advice, portfolio advice, tax advice, accounting advice, audit advice, banking advice, payment advice, card programme advice or regulated financial advice unless expressly provided by a properly authorised provider under a separate engagement.

5.4. No technical or security certification

Automated Output does not constitute cybersecurity certification, audit certification, penetration-test certification, technical assurance, security clearance, vulnerability-free confirmation or operational-resilience certification unless expressly issued by an authorised provider under an agreed testing or audit scope.

5.5. No provider or authority approval

Automated Output does not constitute approval, acceptance, endorsement, clearance, onboarding, authorisation, registration, licence, non-objection or confirmation by any public authority, regulator, registry, bank, payment institution, card issuer, corporate services provider, Professional Service Provider or third-party provider.

6.1. When Human Review is required

Human Review may be required where:

• a document is intended for external legal use;
• a document is intended for regulatory submission;
• a document is intended for public authority use;
• a document is intended for provider onboarding;
• a document is intended for execution;
• a document concerns legal rights or obligations;
• a document concerns regulated activities;
• a document concerns payment, card or financial-sector services;
• a report is intended to support a material business decision;
• Client Input is incomplete or inconsistent;
• the matter is complex, high-risk or unusual;
• the platform marks the output as requiring review;
• the applicable Platform-Specific Terms require review;
• the applicable Service Order requires review; or
• applicable law, professional rules or provider requirements require review.

6.2. Scope of Human Review

Human Review is limited to the scope expressly agreed in the applicable Service Order, quotation, professional engagement, platform workflow or written confirmation.

Unless expressly included, Human Review does not include:

• review of all Client Content;
• review of all uploaded documents;
• verification of all facts;
• verification of document authenticity;
• review of all jurisdictions;
• review of all legal issues;
• tax analysis;
• financial analysis;
• technical audit;
• cybersecurity testing;
• provider onboarding approval;
• regulatory submission;
• court or authority representation;
• unlimited revisions; or
• ongoing monitoring after delivery.

6.3. Client responsibility after Human Review

Even where Human Review is provided, the Client remains responsible for:

• confirming factual accuracy;
• confirming business decisions;
• confirming authority;
• confirming currentness of information;
• providing complete documents;
• reviewing final materials before use;
• approving submissions;
• complying with applicable law;
• implementing recommendations; and
• deciding whether to rely on the reviewed output.

6.4. Review status indicators

Synergik may use labels, status indicators, workflow stages or notices to identify whether a document or output is draft, generated, under review, reviewed, final, released, rejected, pending information, pending payment, pending provider review, pending legal review or otherwise classified.

The Client shall not remove, conceal, misrepresent or ignore such status indicators.

7.1. Accuracy obligation

The Client shall ensure that Client Input is accurate, complete, current, lawful and not misleading.

7.2. Authority to provide input

The Client represents and warrants that it has all rights, permissions, licences, consents, lawful bases and authority required to provide Client Input and permit Synergik to process it through Automated Systems.

7.3. Prohibited input

The Client shall not provide Client Input that:

• is unlawful;
• is false or misleading;
• is forged;
• is confidential without authority;
• infringes third-party rights;
• contains personal data without a lawful basis;
• contains malware;
• is intended to manipulate Automated Systems;
• is intended to generate unlawful output;
• is intended to bypass review requirements;
• is intended to mislead Synergik, providers or authorities; or
• otherwise breaches the Terms or Acceptable Use Policy.

7.4. Review of extracted information

Where Automated Systems extract, classify, summarise or structure information from Client Content, the Client must review and confirm the extracted information before it is used for any material purpose.

Synergik does not warrant that automated extraction, classification or summarisation will be complete, accurate or suitable.

8.1. Drafting support

Synergik may use Automated Systems to prepare, assemble, format, populate, revise, compare, summarise or structure documents.

Such automated document functions may be based on templates, Client Input, platform workflows, rules engines, document logic, prior answers, uploaded documents, extracted data, selected service paths or provider requirements.

8.2. No final status without confirmation

A document generated or assembled through automation is not final unless expressly marked as final or released under the applicable workflow, Service Order or professional engagement.

The Client shall not submit, execute, publish, adopt or circulate an automatically generated document externally unless the Client has reviewed it and, where required, obtained Human Review.

8.3. No unauthorised reuse

The Client shall not reuse generated documents for other persons, entities, projects, tokens, jurisdictions, transactions, filings, regulated activities or purposes outside the agreed scope, unless Synergik expressly permits such use.

8.4. Template restrictions

Templates, document structures, clause libraries, document-generation logic, prompts, workflows, questionnaires and automation methods remain Synergik IP or third-party IP.

The Client’s right to use generated documents does not include any right to extract, replicate, reverse engineer, commercialise or build competing tools from such materials.

9.1. General reports

Automated reports, summaries, dashboards, status views, missing-item lists, readiness indicators, risk flags and classifications are provided to assist the Client’s review and decision-making.

They are not definitive findings unless expressly confirmed by a Professional Service Provider within the scope of an accepted engagement.

9.2. Classification outputs

Any classification produced through Automated Systems, including legal, regulatory, document, evidence, risk, workflow, entity, technical or service classification, is preliminary unless expressly confirmed through Human Review.

The Client shall not represent a preliminary classification as final, binding, regulator-approved, provider-approved or professionally confirmed.

9.3. Risk flags

Risk flags generated by Automated Systems are indicators only. They may be over-inclusive, under-inclusive, inaccurate, incomplete or unsuitable.

The absence of a risk flag does not mean that no risk exists.

The presence of a risk flag does not mean that a breach, defect, illegality or non-compliance has been conclusively established.

10.1. Prohibited uses of Automated Systems

The Client shall not use Automated Systems or Automated Output to:

• commit unlawful acts;
• mislead regulators, providers, investors, customers or counterparties;
• generate false documents;
• create forged records;
• fabricate compliance evidence;
• misrepresent licensing, authorisation or regulatory status;
• conceal beneficial ownership;
• conceal source of funds or source of wealth;
• bypass KYC, KYB, AML, sanctions, fraud or risk checks;
• support unlawful regulated activity;
• create deceptive marketing;
• provide unauthorised legal, regulatory, financial, tax, technical, security, payment or card advice to third parties;
• generate malware or harmful code;
• bypass platform controls;
• extract Synergik IP;
• build competing tools or services;
• automate account abuse;
• generate spam, phishing or social-engineering content;
• conduct unauthorised security testing; or
• breach the Terms, Acceptable Use Policy or applicable law.

10.2. No professional resale

The Client shall not use Automated Systems or Automated Output to provide professional services to third parties, including legal, regulatory, compliance, incorporation, payment, card, tax, technical, cybersecurity or advisory services, unless expressly permitted by Synergik in writing.

10.3. No public representation of Synergik approval

The Client shall not state or imply that Synergik, a Synergik Party, the Legal Advisor, any Professional Service Provider or any provider has approved, endorsed, certified, verified or accepted any Automated Output unless such approval, endorsement, certification, verification or acceptance has been expressly given in writing.

11.1. No manipulation

The Client shall not attempt to manipulate, interfere with, deceive, overload, bypass, corrupt, reverse engineer or compromise Automated Systems.

11.2. No prompt or instruction abuse

The Client shall not submit prompts, instructions, files, code, hidden text, metadata or other content designed to:

• bypass system restrictions;
• override platform instructions;
• access unauthorised data;
• reveal confidential information;
• extract system prompts or internal rules;
• generate prohibited output;
• manipulate classifications;
• conceal relevant facts;
• interfere with audit logs;
• mislead Human Review; or
• otherwise compromise Synergik systems or outputs.

11.3. No automated attack

The Client shall not use Automated Systems to conduct or support scraping, extraction, credential attacks, vulnerability scanning, denial-of-service activity, malware generation, phishing, spam, unauthorised data access or any other harmful technical activity.

12.1. Processing of Client Input

Synergik may process Client Input through Automated Systems for the purposes of providing Products and Services, administering accounts, generating outputs, supporting workflows, enabling review, coordinating providers, maintaining auditability, improving operations, maintaining security, and complying with applicable law.

12.2. Confidentiality

Client Input and Automated Output shall be treated in accordance with the confidentiality provisions of the Terms, the Privacy Policy, the Data Processing Addendum where applicable, professional obligations and provider terms.

12.3. Use of third-party technology providers

Synergik may use third-party technology providers, software providers, infrastructure providers, automation providers or other service providers in connection with Automated Systems.

Such providers may process Client Input or Automated Output to the extent reasonably necessary for the relevant Product, Service or platform function, subject to the Terms, Privacy Policy, Data Processing Addendum where applicable, provider terms and applicable law.

12.4. No unauthorised disclosure by Client

The Client shall not submit third-party confidential information, personal data, trade secrets, privileged information or regulated information into Automated Systems unless the Client is authorised to do so and such submission is necessary for the relevant Product or Service.

12.5. Retention

Client Input, Automated Output, logs, prompts, processing records, review records, generated documents, extracted facts, classifications, reports and related information may be retained in accordance with the Terms, Privacy Policy, Data Processing Addendum, Platform-Specific Terms, Service Orders, professional obligations, provider obligations and applicable law.

13.1. Logs and records

Synergik may record and retain information concerning use of Automated Systems, including:

• user identity;
• account and workspace identifiers;
• prompts or instructions;
• uploaded files;
• generated outputs;
• processing timestamps;
• document versions;
• extracted information;
• classification results;
• review status;
• release status;
• provider interactions;
• audit logs;
• error logs;
• security logs; and
• related metadata.

13.2. Evidential use

Synergik may use such records for service delivery, auditability, quality control, security, billing, compliance, professional review, provider coordination, dispute resolution, enforcement, legal defence and evidential purposes.

13.3. No tampering

The Client shall not attempt to delete, conceal, falsify, manipulate, alter, disable or interfere with audit records, processing records, review history, document history, prompts, outputs, logs or platform records.

14.1. Operational improvement

Synergik may use operational information, system logs, aggregated data, anonymised data, performance data, error data, feedback and usage patterns to monitor, maintain, secure and improve the Synergik ecosystem, subject to the Terms, Privacy Policy, Data Processing Addendum and applicable law.

14.2. Feedback

Where the Client provides comments, corrections, feedback, suggestions, examples or improvement requests concerning Automated Systems or Automated Output, Synergik may use such feedback in accordance with the intellectual property and feedback provisions of the Terms.

14.3. No duty to update prior outputs

Unless expressly agreed in a Service Order, Synergik has no obligation to update Automated Output after delivery due to changes in law, provider requirements, Client facts, technical standards, platform functionality, business circumstances or other developments.

15.1. Synergik discretion

Synergik may apply Human Review, internal review, professional review, quality control, escalation, restriction, suspension, rejection or manual intervention where it considers this necessary or appropriate.

15.2. Escalation

Synergik may escalate a matter to a human reviewer, Professional Service Provider, Legal Advisor or provider where:

• the matter appears high-risk;
• Client Input is inconsistent;
• the output appears defective;
• the matter requires professional judgment;
• provider requirements apply;
• legal or regulatory concerns arise;
• compliance concerns arise;
• security concerns arise;
• the Client requests review and pays any applicable fee; or

Synergik otherwise considers escalation appropriate.

15.3. Refusal to generate or release output

Synergik may refuse to generate, release, deliver, continue or support Automated Output where the requested output may be unlawful, misleading, unsafe, infringing, outside scope, unsuitable, harmful, prohibited, incomplete, high-risk, professionally inappropriate or inconsistent with the Terms.

16.1. Automation does not include professional review unless stated

Payment for automated access, document generation, report generation, platform use or automated workflows does not include Human Review, lawyer review, provider review, submission support, regulatory representation, custom drafting, bespoke legal advice or professional approval unless expressly stated in the applicable Service Order, quotation, checkout page or Platform-Specific Terms.

16.2. Separate fees

Synergik may charge separate fees for:

• automated document generation;
• automated report generation;
• Human Review;
• lawyer review;
• professional review;
• revision or correction;
• submission support;
• provider coordination;
• additional documents;
• additional jurisdictions;
• additional entities;
• additional users;
• urgent processing; or
• any other additional Product or Service.

16.3. No refund for reviewed or generated outputs

Refunds for Automated Systems or Automated Output are governed by the Terms, Platform-Specific Terms, Service Orders and checkout terms. Unless mandatory law requires otherwise, fees may be non-refundable once an automated Product or Service has been generated, activated, accessed, downloaded, reviewed, released or otherwise performed.

17.1. No warranty of accuracy

Synergik does not warrant that Automated Systems or Automated Output will be accurate, complete, current, uninterrupted, error-free, legally sufficient, regulator-ready, provider-ready, commercially suitable, technically suitable or free from omissions.

17.2. No warranty of availability

Synergik does not warrant that Automated Systems will be available at all times or that they will operate without interruption, delay, suspension, degradation, defect, error, maintenance, outage, provider failure or security issue.

17.3. No guarantee of outcome

Use of Automated Systems does not guarantee any incorporation, authorisation, licence, registration, regulator response, provider onboarding, bank approval, card approval, payment approval, compliance status, technical status, security status, business outcome or legal outcome.

17.4. Client responsibility

The Client remains responsible for reviewing, validating and deciding whether to use Automated Output.

The Client bears responsibility for consequences arising from unreviewed, incorrect, incomplete, out-of-scope, modified or misused Automated Output.

18.1. General liability position

Liability for Automated Systems and Automated Output is governed by the Terms, applicable Platform-Specific Terms, Service Orders, professional engagement terms, provider terms and applicable law.

18.2. Excluded liability

To the maximum extent permitted by law, Synergik shall not be liable for loss arising from:

• Client reliance on unreviewed Automated Output;
• Client failure to review Automated Output;
• inaccurate Client Input;
• incomplete Client Input;
• unlawful Client Input;
• misleading Client Input;
• Client misuse of Automated Systems;
• Client misuse of Automated Output;
• Client modification of Automated Output;
• use outside scope;
• use for another entity, project, jurisdiction or matter;
• failure to obtain Human Review;
• provider refusal;
• regulator refusal;
• authority refusal;
• third-party reliance on Client-distributed outputs; or
• circumstances outside Synergik’s reasonable control.

18.3. No expanded liability through automation

Use of Automated Systems shall not expand Synergik’s liability beyond the liability limitations set out in the Terms, applicable Platform-Specific Terms, Service Orders or professional engagement terms.

The Client shall indemnify Synergik, Synergik Parties, Professional Service Providers, regulated providers, third-party providers, officers, directors, employees, contractors and representatives against losses, claims, damages, liabilities, fines, penalties, costs and expenses arising from or in connection with:

• Client misuse of Automated Systems;
• Client misuse of Automated Output;
• inaccurate, incomplete, unlawful or misleading Client Input;
• prohibited prompts or instructions;
• unauthorised submission of confidential information or personal data;
• infringement of third-party rights;
• use of Automated Output for unlawful purposes;
• unauthorised professional resale;
• misleading representations concerning review status;
• submission of unreviewed output to authorities or providers;
• failure to obtain required Human Review;
• breach of this Policy;
• breach of the Acceptable Use Policy; or
• third-party claims arising from the Client’s use of Automated Systems or Automated Output.

20.1. Enforcement rights

Where Synergik reasonably considers that the Client has breached this Policy, Synergik may:

• refuse a request;
• stop generation;
• restrict automation features;
• remove or quarantine input;
• withhold output;
• require Human Review;
• suspend a user;
• restrict a workspace;
• suspend an account;
• terminate a Product or Service;
• notify providers;
• notify Professional Service Providers;
• notify competent authorities where required or appropriate;
• preserve records;
• recover losses and costs;
• claim indemnity; and
• exercise any other right or remedy available under the Terms or applicable law.

20.2. No refund for breach

The Client shall not be entitled to any refund, credit or reimbursement where Synergik restricts, suspends, terminates, refuses or withholds any Automated System or Automated Output due to breach of this Policy, except where mandatory law requires otherwise.

Synergik may update this Policy from time to time for reasons including changes in law, platform functionality, provider requirements, professional rules, security requirements, operational needs, service development, risk management, compliance requirements or changes to Automated Systems.

Updated versions may be made available through the Website, account dashboard, Terms Register, platform notice, email notice or other reasonable means.

Continued use of the Synergik ecosystem after the updated Policy becomes effective constitutes acceptance of the updated Policy, subject to mandatory law.

This Policy shall survive suspension, termination, account closure, completion of Services, expiry of any Service Order and cessation of access to the Synergik ecosystem to the extent necessary to give effect to use restrictions, review obligations, confidentiality obligations, data protection obligations, intellectual property restrictions, liability provisions, indemnities, auditability, enforcement and accrued rights.