WEBSITE AI USE POLICY

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1. Purpose

This Website AI Use Policy explains how PROPHR may use artificial intelligence, machine learning, automation and decision-support tools in connection with the website and related business processes.

2. AI is a support tool

AI may support drafting, summarisation, classification, triage, translation assistance, research support, workflow automation, quality checking, data extraction and user support.

AI is not a substitute for registered migration advice, licensed immigration advice, legal advice, professional judgement, compliance review or human accountability.

3. Human review

PROPHR will not rely on AI as the sole basis for decisions that have a legal or similarly significant effect on a person, including visa eligibility, migration strategy, case acceptance, employment selection, adverse compliance findings, client termination, fee disputes or complaint outcomes.

Human review must occur before such decisions are made or communicated.

4. Data protection

PROPHR applies data minimisation, confidentiality and access controls to AI-assisted processing.

Personal information, sensitive information, client confidential information and regulated migration materials must not be entered into public or unauthorised AI tools.

Where third-party AI providers are used, PROPHR assesses privacy, security, retention, training-use, cross-border transfer, audit and deletion terms before operational use.

5. Accuracy, bias and limitations

AI outputs may be incomplete, inaccurate, biased, outdated or unsuitable for the relevant legal, migration, recruitment, commercial or cultural context.

PROPHR personnel must verify important AI outputs against source documents, current law, professional guidance and client instructions.

6. User submissions

Do not submit information to the website or a PROPHR AI-enabled workflow unless you have the right to share it.

Do not submit unlawful, misleading, confidential third-party, discriminatory, harmful, malicious, infringing or unauthorised data.

7. Intellectual property and AI

Users must not use PROPHR website content, documents, templates, branding, code, processes, frameworks or data to train, fine-tune, benchmark or operate AI systems without written permission.

PROPHR may use AI-assisted tools to improve internal operations, subject to privacy, confidentiality and intellectual property controls.

8. Transparency and challenge

If AI materially contributes to an output or decision that affects you, you may ask for human review by contacting privacy@prop-hr.com or the PROPHR contact managing your matter.