AI Policy

QTRBK Pty Ltd

Effective Date: 25 January 2026

Last Updated: 25 January 2026

Version: 1.0

1. Introduction

This AI Policy ("Policy") describes how QTRBK Pty Ltd ("QTRBK", "we", "us", or "our") uses artificial intelligence ("AI") technology within the QTRBK platform and as a company. This Policy is part of, and incorporated into, our Terms of Service.

We are committed to transparency about our use of AI and to ensuring that AI features are used responsibly and ethically. This Policy applies to users of the QTRBK App available on the HubSpot App Marketplace and is published on the QTRBK website for public access.

1.1 Scope

This Policy applies to all AI-powered features within QTRBK, including but not limited to:

SMART Goal planning;
Scoreboard Benchmark matching for SMART Goals;
Any future AI features we may introduce.

1.2 Relationship to Other Policies

This Policy should be read in conjunction with our:

2. AI Features Overview

QTRBK incorporates AI technology to enhance user experience and provide advanced functionalities. The primary AI features include:

2.1 SMART Goal Planning

QTRBK uses AI to assist with SMART Goal planning. When you create or edit goals, AI helps ensure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound by providing suggestions and guidance.

2.2 Scoreboard Benchmark Matching

AI powers the matching of your SMART Goals to QTRBK Scoreboard Benchmarks. This feature analyses your goals and match relevant benchmarks to automatically track progress against using CRM data.

No Direct System Access:
AI services do not have access to your HubSpot portal, nor do they have access to the QTRBK database where your data is stored. AI features receive only pre-processed, anonymised information that our servers prepare specifically for AI analysis. The AI cannot query, browse, or retrieve data from your systems—it only processes the limited, anonymised context we provide for each specific request. All AI-generated SMART Goal suggestions are displayed on screen for validation by you and your team before any changes are saved.

AI is a Tool, Not a Replacement:
AI features are intended to assist and augment your decision-making, not replace human judgment. AI provides suggestions and recommendations, but ultimate decisions about your goals and business remain with you and your team.

3. AI Technology Providers

3.1 Our AI Partners

QTRBK partners with industry-leading AI providers to deliver our AI-powered features:

Anthropic (Claude)
We utilise Anthropic's Claude AI models. Anthropic is a leading AI safety company focused on building reliable, interpretable, and steerable AI systems. Claude is designed with safety and helpfulness as core principles.

HubSpot AI
We use HubSpot's native AI capabilities where applicable to provide seamless experiences within the HubSpot ecosystem.

3.2 Provider Selection Criteria

We carefully select our AI partners based on:

Commitment to AI safety and responsible development;
Robust data privacy and security practices;
Transparency in AI operations;
Compliance with applicable regulations; and
Reliability and performance standards.

3.3 Provider Commitments

Our AI providers have published policies and commitments regarding:

Responsible AI development and deployment;
Data privacy and security;
AI safety research; and
Ethical use of AI technology.

For more information, visit Anthropic's website and review their usage policies.

3.4 Third-Party Training Policies

Anthropic: Data sent through their API is not used to train their models by default. Your interactions with QTRBK's AI features do not improve Anthropic's base models.

HubSpot AI: Subject to HubSpot's AI and data policies, which can be found in their documentation.

4. Data Usage with AI Features

4.1 What Data is Processed

When you use AI features, we may process the following types of data:

Session Context: Information about your current session and workflow;
Team Structure: Roles and team composition;
Performance Metrics: Aggregated statistics and progress indicators;
Goals and Objectives: Quarterly targets and key results;
Activity Summaries: High-level summaries of activities;
Meeting Audio: Audio content for transcription purposes;
User Queries: Questions or prompts you submit to AI features; and
HubSpot Data: Relevant data from your connected HubSpot account.

4.2 Data Anonymisation

Before data is sent to AI services for processing, we anonymise and de-identify the information to protect personally identifiable information (PII). This means:

Personal identifiers are removed or replaced with anonymised tokens;
Sensitive business information is protected through data masking techniques;
Only the minimum necessary data is transmitted for AI processing; and
Data is aggregated where possible to prevent individual identification.

4.3 AI Access Restrictions

AI services never have direct access to your HubSpot portal or our database. AI providers cannot browse, query, or interact with your HubSpot account in any way. Similarly, AI services have no access to QTRBK's database where your data is stored. All AI processing occurs through a controlled, one-way data flow: QTRBK extracts only the specific, anonymised data needed for a particular AI request, sends it to the AI provider, and receives a response. The AI cannot independently access, retrieve, or modify any data in your HubSpot portal or our systems.

4.4 What Data is NOT Sent

We take care to minimise the data sent to AI services. The following data is NOT sent to the AI provider:

HubSpot OAuth credentials or tokens;
Full contact databases or customer lists;
Financial information or payment details;
Passwords or authentication credentials;
Raw sensitive personal information; and
Complete HubSpot API responses.

4.5 Data Minimisation

We practice data minimisation by:

Sending only the data necessary to generate useful responses;
Aggregating and anonymising data where possible;
Stripping unnecessary personal identifiers;
Using summarised data rather than full records; and
Limiting context to relevant information.

5. Data Location and Storage

5.1 Processing Locations

QTRBK processes and stores data in the United States and European Union regions. We utilise secure, enterprise-grade infrastructure with appropriate certifications and compliance standards.

5.2 Data Retention

AI-processed data is retained for the lifetime of your QTRBK account. This includes:

Meeting transcriptions and associated AI-generated summaries;
Analysis results and insights;
Coach recommendations and history;
Content generated through AI features; and
AI interaction logs for service improvement.

5.3 Account Closure

When you close your QTRBK account:

All associated data, including AI-processed data, is permanently deleted;
Deletion occurs in accordance with our data retention procedures;
You may request data export before account closure; and
Anonymised, aggregated data may be retained for service improvement.

5.4 Third-Party Provider Retention

Our AI providers may temporarily process and retain data as described in their policies:

Data is not used for model training by default;
Retention is limited to operational purposes;
Data is subject to provider security measures; and
QTRBK does not control provider internal processes.

For specific data practices, refer to each provider's privacy policy.

6. AI Model Training

6.1 Our Approach to Model Training

QTRBK may use anonymised and aggregated data to improve our AI models and services. This means:

Only fully anonymised data that cannot be traced back to individual users or organisations is used;
Personally identifiable information (PII) is never used for model training purposes;
Improvements benefit all users through enhanced accuracy and functionality; and
You can opt out of contributing to model improvement.

6.2 What "Anonymised" Means

For data to be considered anonymised for training purposes:

All direct identifiers (names, emails, phone numbers) are removed;
Indirect identifiers are generalised or removed;
Data is aggregated with other users' data;
Statistical techniques are applied to prevent re-identification; and
The data cannot reasonably be linked back to you.

6.3 Your Rights

You have the right to:

Request information about how your anonymised data may be used;
Opt out of anonymised data being used for model improvement;
Request deletion of your data at any time; and
Access data we hold about your AI interactions.

7. User Controls and Consent

7.1 Consent

By using QTRBK's AI features, you consent to the processing of relevant data by our AI providers as described in this Policy. If you do not consent, you should not use AI features.

7.2 Full Opt-Out Available

QTRBK respects your choice regarding AI features. You have the right to fully opt out of all AI-powered functionality. This means:

You can disable all AI features within QTRBK;
Your data will not be processed by AI systems when opted out;
Core non-AI functionality of QTRBK remains accessible;
You can re-enable AI features at any time; and
Previously generated AI content will remain available unless you request deletion.

7.3 How to Opt Out

To exercise your opt-out rights:

Access your account settings within QTRBK;
Navigate to the AI preferences section;
Toggle off AI features; or
Contact us at support@qtrbk.com for assistance.

7.4 Impact of Opting Out

If you choose to opt out of AI features:

AI-powered analysis will be unavailable;
Meeting transcription services will be disabled;
The Coach feature will not be accessible;
AI-generated content and suggestions will not appear; and
You will need to manually perform tasks that AI would otherwise assist with.

7.5 Feature Availability

AI feature availability may vary based on:

Your subscription tier;
Feature rollout status;
Regional availability; and
Technical requirements.

7.6 Transparency

We are committed to transparency about AI usage:

AI-generated content is clearly identified;
We inform you of significant changes to AI features;
This Policy is updated as AI capabilities evolve; and
You can contact us with questions about AI usage.

8. Human Oversight and Quality Assurance

8.1 User Control Over AI Outputs

All AI-generated outputs are presented to you for review before use. You have full control to:

Review AI-generated content before accepting or using it;
Edit, modify, or reject AI outputs;
Request regeneration of unsatisfactory outputs;
Provide feedback on AI performance; and
Override AI suggestions at any time.

8.2 Quality Sampling

Our team conducts regular quality sampling of AI outputs to:

Monitor accuracy and performance;
Identify areas for improvement;
Ensure outputs meet our quality standards;
Detect and address potential biases; and
Validate consistency of AI recommendations.

8.3 Human Review Processes

Certain AI functions include human review components:

Complex analyses may be reviewed for accuracy;
Sensitive content may undergo additional review;
User-reported issues are investigated by our team;
Regular audits of AI performance are conducted; and
Feedback is incorporated into service improvements.

8.4 Continuous Improvement

We continuously improve our AI oversight by:

Analysing user feedback and reports;
Monitoring AI output quality metrics;
Updating prompts and configurations;
Training internal teams on AI capabilities; and
Staying current with AI safety best practices.

9. AI Output Disclaimers

9.1 Recommendations Only

All AI-generated content, including recommendations, insights, transcriptions, and suggestions, are provided as recommendations only. They are not:

Guarantees of outcomes;
Professional advice (legal, financial, medical, or otherwise);
Directives or requirements; or
Substitutes for human judgment.

9.2 No Guarantee of Accuracy

While we strive to provide helpful and accurate AI outputs, we cannot guarantee that AI-generated content will be:

Accurate or error-free;
Complete or comprehensive;
Suitable for your specific situation;
Up-to-date with current events or changes;
Free from biases or limitations; or
Correctly interpreted in all contexts.

9.3 Not Professional Advice

AI features do not provide professional advice of any kind. For matters involving:

Legal issues: Consult a qualified lawyer;
Financial decisions: Consult a financial advisor or accountant;
Tax matters: Consult a tax professional; or
Other specialised areas: Consult appropriate experts.

10. Limitations and Risks

10.1 AI Limitations

AI technology, including the models we use, has inherent limitations:

Hallucinations: AI may generate plausible-sounding but incorrect information;
Context Gaps: AI may not fully understand your specific situation;
Knowledge Cutoffs: AI training data has a cutoff date and may not reflect recent events;
Bias: AI outputs may reflect biases present in training data;
Interpretation Errors: AI may misunderstand queries or context;
Inconsistency: Different queries may produce varying results; and
Transcription Errors: Audio transcription may contain inaccuracies.

10.2 Potential Risks

Using AI features involves certain risks:

Acting on incorrect or incomplete recommendations;
Over-reliance on AI without human verification;
Sharing sensitive information in AI queries;
Making decisions without proper context; and
Assuming AI outputs are always correct.

10.3 Your Responsibility

You accept responsibility for:

How you use AI-generated content;
Decisions made based on AI recommendations;
Verifying important information independently;
Understanding AI limitations;
Correcting transcription errors before sharing or relying on them; and
Appropriate use within your organisation.

10.4 Mitigation

To mitigate risks:

Treat AI outputs as suggestions, not facts;
Verify important information from primary sources;
Apply critical thinking to AI recommendations;
Consider multiple perspectives before deciding; and
Escalate significant decisions to qualified professionals.

11. Responsible Use

11.1 Acceptable Use

When using QTRBK's AI features, you agree to:

Review AI outputs for accuracy before relying on them;
Use AI features for legitimate business purposes;
Comply with applicable laws and regulations;
Respect the rights of others; and
Report any concerning AI behaviour to our team.

11.2 Prohibited Uses

The following uses of QTRBK's AI features are prohibited:

Generating content that violates laws or regulations;
Creating harmful, abusive, or discriminatory content;
Attempting to extract training data or reverse-engineer AI models;
Using AI outputs to deceive or manipulate others;
Inputting intentionally malicious or harmful prompts;
Circumventing AI safety measures;
Using AI for harassment or harm; and
Any use that violates our Terms of Service.

11.3 Consequences of Misuse

Misuse of AI features may result in:

Suspension or termination of AI feature access;
Account suspension or termination;
Legal action where appropriate; and
Reporting to relevant authorities if required.

12. Data Security

12.1 Transmission Security

Data sent to AI services is protected by:

HTTPS/TLS encryption in transit;
Secure API authentication;
Industry-standard security protocols; and
Regular security assessments.

12.2 Data at Rest

AI-related data stored by QTRBK is protected by:

Encryption at rest using industry-standard algorithms;
Access controls and authentication;
Regular security audits;
Secure infrastructure hosted with reputable providers; and
Monitoring for unauthorised access.

12.3 Access Controls

Access to AI systems and data is limited to:

Authorised personnel with a legitimate business need;
Automated systems required for service operation;
Third-party providers under appropriate agreements; and
Users accessing their own data and outputs.

12.4 Compliance

Our AI data handling practices are designed to comply with:

General Data Protection Regulation (GDPR);
California Consumer Privacy Act (CCPA);
Australian Privacy Principles (APP);
HubSpot App Marketplace requirements;
Industry security standards; and
Our agreements with AI providers.

12.5 Incident Response

In the event of a security incident affecting AI features, we will:

Investigate promptly;
Take appropriate remedial action;
Notify affected users as required by law;
Report to relevant authorities if required; and
Implement measures to prevent recurrence.

13. QTRBK's Internal AI Use

13.1 How We Use AI Internally

In addition to the AI features we provide to users, QTRBK as a company uses AI technology for internal business purposes:

Software Development: We use Anthropic's Claude for coding assistance, code review, debugging, and technical documentation;
Content and Marketing: We use OpenAI's ChatGPT and HubSpot AI for creating blog posts, documentation, marketing materials, and business communications;
Meeting Transcription: We use AI-powered transcription tools to record and transcribe internal team meetings; and
Business Operations: We use AI to improve internal processes, conduct research, and support business planning.

13.2 Internal AI Providers

QTRBK uses the following AI providers for internal business purposes:

Anthropic (Claude): Primary tool for software development, coding assistance, and technical documentation;
GitHub Copilot: Used for code completion, code suggestions, and development assistance;
OpenAI (ChatGPT): Used for content creation, research, and business communications;
HubSpot AI: Used for marketing automation and CRM-related tasks; and
Meeting transcription services: Used for recording and transcribing internal meetings.

13.3 Internal AI Governance

Our internal use of AI follows the same principles we apply to user-facing features:

Data minimisation and privacy protection;
Appropriate security measures;
Human oversight and review;
Responsible and ethical use; and
Compliance with applicable laws.

13.4 Customer Data Protection

When using AI for internal business purposes:

Anonymisation required: Customer data is only used in fully anonymised form in internal AI tools;
No identifiable data: No personally identifiable customer information is processed through internal AI services;
Same standards apply: The same anonymisation and data protection standards that apply to our app's AI features also apply to our internal AI use; and
Purpose limitation: Customer data, even when anonymised, is only used for legitimate business purposes such as improving our products and services.

13.5 Separation of Data

Internal QTRBK data is kept separate from user data:

User data is not mixed with internal operational data;
Different access controls apply to each data type;
User data is not used for QTRBK's internal AI purposes; and
Clear boundaries exist between user and internal data processing.

14. Updates to AI Features

14.1 Continuous Improvement

We may update AI features to:

Improve accuracy and usefulness;
Add new capabilities;
Fix issues or bugs;
Respond to user feedback;
Adopt new AI models or providers; and
Comply with legal or regulatory requirements.

14.2 Model Updates

The underlying AI models may be updated or changed:

To improve performance;
To address safety concerns;
As new models become available; or
Due to provider changes.

We aim to ensure updates maintain or improve feature quality.

14.3 Policy Updates

This Policy may be updated to reflect:

Changes in AI features or capabilities;
New AI providers or technologies;
Legal or regulatory changes;
Feedback and questions received;
Industry best practices; and
Changes to data handling practices.

14.4 Notification of Changes

We will communicate significant changes to this Policy through:

Email notification to registered users;
In-app notifications;
Updates to this document with a revised "Last Updated" date; and
Announcements on our website.

Material changes will be communicated at least 30 days before taking effect, where practicable.

15. Your Rights

15.1 Access and Portability

You have the right to:

Access AI-generated content associated with your account;
Request a copy of your AI interaction data;
Export your data in a portable format; and
Receive information about how your data is used.

15.2 Correction and Deletion

You have the right to:

Correct inaccurate AI-generated content;
Request deletion of AI-generated content;
Request deletion of AI interaction logs; and
Have your data removed from our systems upon account closure.

15.3 Objection and Restriction

You have the right to:

Object to certain uses of your data with AI;
Request restriction of AI processing;
Opt out of AI features entirely; and
Withdraw consent at any time.

15.4 Exercising Your Rights

To exercise any of these rights, contact us at support@qtrbk.com. We will respond to requests within the timeframes required by applicable law.

16. Contact Information

If you have questions, concerns, or feedback about our use of AI, please contact us:

QTRBK Pty Ltd

Email: support@qtrbk.com

Website: https://www.qtrbk.com

We welcome your questions and are committed to addressing concerns about AI usage in our platform. We aim to respond to all inquiries within 7 days.

17. Acknowledgment

By using QTRBK's AI features, you acknowledge that you have read, understood, and agree to this AI Policy. If you do not agree with this Policy, please do not use AI features within the platform.

This AI Policy is effective as of the date listed above and applies to all users of QTRBK's AI-powered features. This Policy is designed to comply with the HubSpot App Marketplace requirements and reflects QTRBK's commitment to responsible AI use.