Privacy Policy

Introduction

This privacy policy sets out how Consus Solutions uses and protects any information that you give Consus Solutions when you use this website. Consus Solutions is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

This policy also explains how the optional AI features in our software products handle your data. Where a product includes AI features, its in-product AI notice gives the details specific to that product; this policy sets out the rules that apply to all of them.

Consus Solutions may change this policy from time to time by updating this page. You are advised to check this page in order to ensure that you are happy with any changes.

What we collect

We may collect the following information:

• Name and job title
• Contact information including email address
• Demographic information such as postcode, preferences and interests

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• Internal record keeping
• We may use the information to improve our products and services
• We may periodically send promotional emails about new services, special offers or other information which we think you may find interesting, using the email address you have provided
• From time to time, we may also use your information to contact you for market research purposes — by email, phone, fax or mail
• We may use the information to customise the website according to your interests

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

AI features in our software

Some of our software products include optional AI features — for example, reading an uploaded document such as a bill, invoice or receipt to pre-fill a form, or answering questions about your company's data in plain language.

Depending on the product, AI features are either on by default or must first be turned on by an administrator of your organisation; that product's AI notice says which, and explains how your data is handled. Either way, an administrator can turn AI features off at any time.

What is sent to AI providers

When AI features are turned on, we send our AI providers only what a request needs, which may include:

• documents you upload to an AI feature, such as PDF, JPG or PNG files
• questions and instructions you type into an AI feature
• the business data needed to complete the request, such as customer and vendor names, invoice and bill amounts, balances and report figures

Who processes AI requests

AI requests are processed by third-party AI providers. The providers a product uses are named in that product's AI notice, shown in the product's AI settings. If one provider is unavailable, a request may be sent to another provider listed in that notice.

Depending on the provider and the service tier a product uses, content you submit may be used by the provider to improve its products and may be reviewed by people. Where this applies, the product's AI notice says so. Each provider's handling of your data is governed by its own terms and privacy policy.

Do not turn AI features on if your organisation cannot accept this for its financial or business data.

What we keep from AI requests

A document you upload to an AI feature is stored on our servers with the record it was used for, and is deleted when the company or account it belongs to is reset or removed from the product.

For every AI request we also keep an audit record: when it happened, the user, the feature used, which data lookups were made and how much processing it used. The audit record does not include uploaded documents. We use these records for security and to enforce usage limits.

Your data stays under your control

AI features never change your records by themselves. They only suggest values in a form or answer a question. Nothing is saved — to our software, to QuickBooks or to any other connected platform — until a person reviews it and saves it, and saves go through the product's normal processes, including its usual synchronisation.

Accuracy of AI output

AI output can be wrong. Review pre-filled fields before saving — where a product highlights fields the AI is unsure about, check those first — and check important figures against your reports.

Limits and turning AI features off

AI use may be limited per organisation, per day and per month. An administrator can turn AI features off at any time in the product's administration settings. Turning them off stops any further data being sent to AI providers.

AI features we build into a client's own software as part of a development project are covered by the data-handling terms agreed for that project, not by this section.

Questions about AI features can be sent to info@consussol.com.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual, tailoring their operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes, and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. We cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to fill in a form on the website, look for the box you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at info@consussol.com