AI Use Policy

This policy explains how artificial intelligence is used within Struxo Quotes, the limitations of that technology --- including the risk of inaccurate outputs --- and the responsibilities of users when relying on AI-assisted outputs. We are committed to transparent and responsible AI use. The AI within this Platform is designed and calibrated exclusively for Australian residential construction and must not be used for any other project type.

Struxo Quotes is designed to assist qualified building professionals. The AI within the Platform is an assistive document processing and estimation tool for residential building and trade work --- it is not a replacement for professional judgement. The Platform uses a combination of AI tools and models selected to produce the best outputs and results for users. When you upload residential plans or drawings, the AI:

• Reads and interprets dimensions, layouts, and notated specifications from the documents
• Cross-references these against current material and labour cost data for Australian residential construction in your nominated location
• Incorporates any trades quotes you have received into the estimate structure
• Identifies common scope items based on the residential project type and information provided
• Generates a structured estimate framework for your review

The AI does not make decisions on your behalf. It produces a starting point. All final decisions remain with you.

The AI in this Platform has been developed and calibrated for Australian residential construction only. It is not suitable for commercial construction, civil works, industrial projects, or any other building sector. Outputs generated for non-residential project types will not be accurate and should not be used. Using this Platform for commercial or non-residential projects is a breach of the Terms of Service and the Acceptable Use Policy.

Within the residential sector, outputs may also vary in accuracy across:

• Different Australian states and territories, where labour costs, material costs, and regulatory requirements differ
• Metropolitan versus regional locations, where supply chain, availability, and travel costs vary significantly
• Different residential project types, such as new builds versus renovations, extensions, or knockdown rebuilds

The Platform takes into account local market labour and material costs based on the project location you provide. However, all cost assumptions are estimates derived from indexed market data and must be independently verified against your own supplier and subcontractor pricing for the specific project and location. Local market data may not reflect recent price movements, availability constraints, or site-specific factors that affect actual project costs.

Do not rely on AI-generated cost figures as a substitute for local market knowledge, supplier quotes, or your own professional experience. All cost assumptions must be reviewed, verified, and adjusted before use.

The Platform utilises a combination of third-party AI model providers and proprietary systems to process data inputs, including document interpretation and cost estimation functions. We select and combine AI tools to produce the best outputs and results for users.

All third-party AI providers engaged by us are:

• Contractually prohibited from retaining, training on, or reusing your data for any purpose other than processing the specific request
• Required to maintain data security standards equivalent to or exceeding our own
• Subject to data processing agreements that comply with applicable Australian privacy obligations

Where AI processing occurs through third-party infrastructure, that processing may occur outside Australia. Contractual safeguards are in place to ensure equivalent privacy protections apply. See our Data Handling Policy for further details on data residency.

This section is critical. You must read and understand it before relying on any Platform output.

AI systems can generate outputs that appear plausible, internally consistent, and professionally formatted but that are factually incorrect. This is known as hallucination and it is a known, documented characteristic of AI technology. It means the AI may confidently produce a line item, quantity, material specification, or cost figure that looks entirely reasonable but is simply wrong --- not because information was missing from the plans, but because the AI generated a plausible-sounding output that does not reflect reality. Hallucination can be difficult to detect on review because the incorrect output may appear no different to a correct one. This is why independent professional verification is not optional. It is the essential safeguard.

Specifically, AI outputs on this Platform may contain:

• Quantities or dimensions that appear to have been read from the plans but do not accurately reflect them
• Cost figures that appear current and location-specific but are miscalculated or misapplied
• Scope items that appear appropriate for the residential project type but are incorrect or inapplicable for the specific job
• Line items that appear complete but omit elements present in the plans
• Descriptions of work that appear accurate but do not reflect what is actually specified

These errors can appear in any part of an AI-generated output and may not be identified without line-by-line review by a person with relevant professional knowledge and experience. The Platform's mandatory verification steps are designed to ensure this review occurs before any output is sent to a client.

In addition to the hallucination risk and the residential sector limitation described above, the AI cannot account for the following:

• Site conditions: The AI works from plans and drawings only. It has no knowledge of actual site conditions, slope, soil type, rock, fill, access constraints, or any other physical factor that affects cost.
• Local council and regulatory requirements: The AI does not account for specific council DA conditions, heritage overlays, bushfire attack levels, flood zones, or other site-specific regulatory requirements unless these are explicitly noted in the documents provided.
• State and territory variation: Labour costs, material costs, and regulatory requirements vary between Australian states and territories. AI outputs use general Australian residential data indexed to your nominated location that may not fully reflect conditions in your specific region.
• Subcontractor availability and market fluctuations: Material and labour costs are based on current indexed data for your area. They may not reflect quotes available to you at the time of tendering, or rapid market movements.
• Completeness of plans: If plans are incomplete, unclear, or contain errors, the AI output will reflect those limitations. Garbage in, garbage out.
• Verbal agreements and undocumented scope: The AI can only work from what is in the documents you upload. Anything discussed with the client but not documented will not appear in the output.
• Professional judgment: The AI is not a licensed builder, quantity surveyor, or engineer. It does not replace the professional judgment of a qualified person.
• Contractual, legal, or financial advice: The Platform does not provide financial advice, legal advice, engineering advice, or automated contractual interpretations. Outputs must not be relied upon as a substitute for professional legal, financial, engineering, or quantity surveying advice.
• Compliance checks: Where the Platform includes compliance checks against key Australian building regulations, these checks are assistive only and are not exhaustive. They do not replace a full legal or regulatory review by a qualified professional. Regulatory requirements vary by state, territory, and local council area, and change over time.
• Document readability: The AI may occasionally misread handwritten text, low-quality scans, faded documents, or unusual document layouts. The quality and legibility of documents you upload directly affects the accuracy of AI outputs. The Platform's multi-stage review process is designed to help catch and correct such errors, but you must verify all outputs against the original documents.
• Pricing data sources: Pricing data used by the AI may be sourced from publicly available market data and industry databases. This data is indicative only and should be verified by you against your own supplier and subcontractor relationships for the specific project and location.
• Residential building contract compliance: Platform outputs are estimates and scope documents only. They are not residential building contracts and do not satisfy mandatory contract requirements under applicable home building legislation.

Because of the limitations described above --- and particularly the hallucination risk --- the Platform includes mandatory verification checkpoints at key stages of the workflow. These checkpoints require you to confirm, before proceeding, that you have personally reviewed and verified the AI-generated outputs in that section.

A verification checkpoint appears at key stages including before any quote or estimate is transmitted to a client. The checkpoint requires your active confirmation that:

• You have reviewed the AI-generated content line by line
• You have applied your own professional judgment, trade knowledge, and site experience to assess accuracy
• You have corrected any items that do not reflect the actual requirements of the job
• You have confirmed the scope of works accurately reflects everything agreed with the client, including any verbal discussions
• You accept responsibility for the accuracy of what is about to be sent

The Platform logs a timestamped record of each verification step completion. This record is associated with your account and the specific quote or estimate. It may be relevant in the event of a dispute with a client or a regulatory inquiry.

The verification step is not a formality. It is the professional review that makes the use of AI-assisted estimation responsible and defensible. Completing it without genuine review is a breach of the Terms of Service and the Acceptable Use Policy.

You must complete every verification step genuinely. By completing a verification checkpoint and sending a quote or estimate to a client, you confirm that you have reviewed, verified, and taken professional responsibility for its contents.

Specifically, you are responsible for:

• Reviewing all line items for accuracy and completeness, including checking for outputs that appear correct but may not be
• Adjusting for site-specific conditions that cannot be read from plans
• Verifying material and labour costs against your own supplier and subcontractor relationships for the specific project location
• Ensuring the scope of work is complete and accurately reflects the project, including any verbal agreements with the client not captured in the plans
• Confirming the quote is appropriate for the residential project type and location
• Confirming compliance with all applicable building codes, standards, regulations, and licensing requirements in the relevant state or territory
• Completing all in-platform verification steps genuinely before sending any output to a client
• Ensuring that any trades quotes incorporated into the estimate have been reviewed for accuracy before inclusion

We are committed to the responsible development and use of AI. Our approach includes:

• Transparency: We clearly disclose the capabilities and limitations of our AI, including the hallucination risk and the residential sector restriction, and do not misrepresent what the tool does
• Human oversight: The Platform is designed so that a qualified human must review, verify, and actively confirm outputs at mandatory checkpoints before they are used
• Data privacy: Your data is not used to train AI models without your explicit consent. See our Privacy Policy and Data Handling Policy.
• Usage monitoring: We monitor aggregated and anonymised usage patterns to improve Platform performance and the quality of AI outputs. Where individual project data review is required --- for example, to resolve support requests or investigate output quality --- it is conducted under strict access controls. See section 1.5 of the Privacy Policy.
• Continuous improvement: We actively monitor AI outputs for accuracy and update our systems accordingly
• Feedback: Users can flag inaccurate or unexpected outputs to assist us in improving the system

We recognise that AI systems can produce outputs that reflect systematic inaccuracies or bias, including in residential cost estimation where regional data may be uneven or where certain project types are underrepresented. To address this we:

• Regularly test AI outputs across different residential project types, locations, and plan formats to identify and correct systematic inaccuracies
• Monitor user feedback and flagged outputs to identify patterns that may indicate bias or consistent error
• Update our cost data and AI models regularly to reflect current market conditions across Australian residential construction regions
• Disclose known limitations in output accuracy by project type or location where these are identified

If you observe outputs that appear systematically inaccurate for your region, state, or residential project type, please contact us. This feedback improves the system for all users.

We expressly disclaim liability for any loss arising from the use of AI-generated outputs without completion of the required verification steps, from verification steps completed as a formality without genuine review, or from use of the Platform for project types outside Australian residential construction.

Australia does not currently have specific AI legislation, however our AI practices are designed to align with the Australian Government's AI Ethics Principles, the voluntary AI Safety Standard published by the Department of Industry, Science and Resources, and applicable obligations under the Privacy Act 1988. We will update this policy as the regulatory environment evolves.