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AI POLICY

Last updated: 01  May, 2026

1. Purpose of this Policy

1.1 This Al Policy explains how [iBeVisible Pty Ltd] (“iBeVisible”, “we”, “us” or “our”) uses artificial intelligence (“AI”) in our website, platform, services, and related workflows.

1.2 We use Al to help businesses improve visibility across modern discovery channels, including content planning, content generation, optimisation, distribution, analytics, and outreach support.

1.3 We aim to use Al in a way that is:

  • useful
  • responsible
  • transparent
  • secure
  • human-led where it matters

1.4 This policy should be read together with our:

  • Privacy Policy
  • Terms of Service
  • any customer agreement or order form that applies to your use of our services

2. Scope

2.1 This policy applies to:

  • our website and platform
  • Al-assisted features and automations
  • Al-generated or Al-assisted outputs created through our services
  • internal use of Al by our team in delivering and improving our services
  • third-party Al tools or model providers we may use as part of our service delivery

2.2 This policy applies whether Al is used directly by a customer through the platform or by our team in supporting, configuring, or improving the service.

3. What we mean by Al

3.1 In this policy, “Al” includes machine learning, large language models, generative Al, automated recommendations, classification systems, workflow automations, and similar technologies that help produce or support outputs.

3.2 Al may be used in our services to:

  • generate written content
  • suggest campaign ideas or improvements
  • summarise information
  • support keyword, content, and visibility analysis
  • generate or assist with images, videos, or other creative assets
  • support distribution, scheduling, and outreach workflows
  • identify patterns, trends, or optimisation opportunities
  • improve operational efficiency within the platform

4. Our Al Principles

4.1 Accountability
We keep Al use under organisational oversight. The product direction, use cases, governance settings, and key decisions about how Al is deployed in our platform are controlled by people, not left entirely to automated systems.

4.2 Human oversight
We design our services so Al supports decision-making and execution, rather than replacing human judgment altogether. For important outputs, approvals, or publishing decisions, we expect human review to remain part of the workflow.

4.3 Transparency
We aim to be clear when Al is being used in our platform, in our workflows, or in content generation. Where appropriate, we may identify features, outputs, or interactions as Al-assisted or Al-generated.

4.4 Privacy and security
We aim to handle data used in Al-related workflows in line with our Privacy Policy, our contractual obligations, and applicable law.

4.5 Fairness and safety
We aim to reduce harmful bias, inappropriate outputs, and unintended consequences. We know Al systems can make mistakes, reflect bias, or produce unsuitable content, so we monitor, review, and improve our systems over time.

4.6 Lawful use
We expect Al features to be used lawfully and responsibly. This includes compliance with privacy, consumer, spam, intellectual property, and marketing laws.

5. How we use Al in iBeVisible

5.1 We may use Al to support or automate parts of the services, including:

  1. analysing visibility gaps and content opportunities
  2. generating drafts for blogs, pages, ads, email or SMS campaigns
  3. assisting with image, video, or other creative generation
  4. suggesting improvements to messaging, distribution, or campaign timing
  5. supporting multi-step workflows for publishing, outreach, and optimisation
  6. generating reports, summaries, recommendations, or performance insights
  7. improving user experience, support, and internal operations

5.2 Not every output or recommendation is fully automated. In many cases, Al is used as an assistive layer inside a workflow that still includes human review, editing, approval, or customer choice.

5.3 We may also use Al internally to help our team with support, analysis, product improvement, documentation, and service delivery.

6. Human Review and Decision-Making

6.1 We believe Al should support people, not replace them in situations where context, nuance, brand judgment, legal compliance, or customer-specific decisions matter.

6.2 For that reason:

  • Al-generated outputs should be reviewed before being relied on, published, or sent
  • important content, campaigns, or customer-facing actions should be checked by a human
  • customers remain responsible for final approval and use of outputs unless we expressly agree otherwise in writing

6.3 We do not represent Al outputs as a substitute for professional legal, financial, compliance, or other regulated advice.

6.4 We do not intend for Al to make significant decisions about individuals without appropriate human involvement.

7. Accuracy, Limitations, and No Guarantees

7.1 Al can be useful, but it is not perfect.

7.2 Al-generated or Al-assisted outputs may:

  • be inaccurate
  • be incomplete
  • be out of date
  • contain errors
  • reflect bias in training data or prompts
  • be unsuitable for your industry, audience, or legal obligations
  • generate similar outputs for different users

7.3 You must review outputs before using, publishing, sending, or relying on them.

7.4 iBeVisible does not guarantee that Al-generated or Al-assisted outputs will:

  • be factually correct
  • be unique
  • be legally compliant in your circumstances
  • achieve any particular ranking, visibility, conversion, traffic, lead, or revenue outcome

7.5 Any claim, recommendation, or performance insight produced through the platform should be treated as a tool to assist decision-making, not a guaranteed result.

8. Customer Responsibilities When Using Al Features

8.1 If you use our Al-enabled features, you are responsible for:

  1. reviewing outputs before use
  2. ensuring content is appropriate for your brand, market, and audience
  3. checking legal and regulatory compliance before publishing or sending content
  4. ensuring you have the right to upload, use, or process any data, content, contact list, file, or media submitted to the platform
  5. ensuring your use of generated outputs does not infringe third-party rights

8.2 You must not use our services or Al features to create, publish, or distribute content that is:

  • unlawful
  • defamatory
  • misleading or deceptive
  • discriminatory or hateful
  • harassing or abusive
  • fraudulent
  • infringing of intellectual property or privacy rights
  • designed to impersonate or mislead people about the source of content

8.3 You must not present Al-generated content as independently verified fact where that would be misleading.

9. Privacy, Personal Information, and Al Inputs

9.1 Our Al-related data handling is subject to our Privacy Policy.

9.2 If you submit personal information into the platform, including contact details, audience data, customer records, or campaign information, you are responsible for ensuring you are permitted to do so.

9.3 We expect customers to provide any notices and obtain any consents required by law before uploading personal information or using it in Al-assisted workflows.

9.4 We may use third-party service providers, including cloud and Al providers, to support service delivery. Where this occurs, information may be processed through those providers in accordance with our contractual arrangements, product settings, and Privacy Policy.

9.5 You should avoid submitting highly sensitive, unnecessary, or unrelated personal information into Al workflows unless it is clearly required and lawfully permitted.

9.6 If a feature, workflow, or provider arrangement involves materially different data handling, retention, or model-use settings, we may explain that separately in the product, contract, or supporting documentation.

10. Al for Content, Outreach, and Marketing

10.1 iBeVisible may help users generate or assist with emails, SMS, social posts, blogs, landing pages, visuals, videos, and other marketing or outreach materials.

10.2 You are solely responsible for ensuring your use of those outputs complies with applicable law, including laws relating to:

  • spam and direct marketing
  • privacy and consent
  • misleading or deceptive conduct
  • advertising standards
  • platform and channel rules
  • industry-specific obligations

10.3 If you use our services to send or support commercial electronic messages, you must ensure:

  1. you have any required consent
  2. the sender is properly identified
  3. unsubscribe or opt-out mechanisms are included where legally required
  4. your messaging is lawful and not misleading

10.4 We provide tools and outputs to support execution. We do not take over your legal responsibility for your campaigns, lists, claims, targeting, consent records, or compliance decisions.

11. Fairness, Bias, and Safe Use

11.1 Al systems can reflect or amplify bias. We aim to reduce this risk through governance, review, testing, and ongoing improvement.

11.2 Even with those measures, bias or unfair outcomes may still occur.

11.3 We therefore encourage users to:

  • review outputs critically
  • avoid over-reliance on automation
  • consider whether outputs are appropriate for different audiences and contexts
  • report problematic content or results to us

11.4 We reserve the right to block, limit, remove, or investigate uses of our services that create unacceptable safety, ethical, legal, or reputational risks.

12. Testing, Monitoring, and Improvement

12.1 We may test, assess, and monitor Al-related features before and after deployment to improve reliability, usability, safety, and performance.

12.2 This may include:

  • quality checks
  • prompt and workflow testing
  • output review
  • performance monitoring
  • issue logging
  • incident investigation
  • feature refinement
  • user feedback analysis

12.3 Al systems and third-party models can change over time. That means outputs may also change over time.

12.4 We may update Al features, providers, settings, safeguards, or workflows as part of maintaining and improving the service.

13. Third-Party Al Providers and Integrations

13.1 Some Al functionality may rely on third-party models, APIs, software, cloud providers, or integrated services.

13.2 We choose providers based on product needs, performance, security, operational requirements, and legal considerations as we assess them from time to time.

13.3 Third-party providers may have their own terms, capabilities, limitations, and data handling practices. Where relevant, those may also affect how a feature operates.

13.4 We do not guarantee uninterrupted availability of third-party Al tools or integrations.

14. Intellectual Property and Al Outputs

14.1 Ownership and usage rights for customer inputs and platform outputs are governed by our Terms of Service and any applicable customer agreement.

14.2 Because Al systems can generate similar content for different users or based on similar prompts, we do not guarantee exclusivity or originality of every output. However, all outputs will be plagiarism free.

14.3 You are responsible for reviewing outputs before commercial use, publication, or distribution, especially where originality, brand safety, copyright, trade mark clearance, or factual accuracy matters.

15. Challenging Outcomes or Raising Concerns

15.1 If you believe an Al-generated or Al-assisted output is incorrect, inappropriate, unsafe, misleading, or unfair, you can contact us.

15.2 We may review concerns relating to:

  • factual errors
  • harmful or biased outputs
  • moderation issues
  • inappropriate recommendations
  • unexpected automated behaviour
  • concerns about how Al was used in a workflow or interaction

15.3 Where appropriate, we may investigate, explain, correct, limit, or improve the relevant feature or workflow.

16. Prohibited Al Uses

16.1 You must not use iBeVisible’s Al-enabled features to:

  1. break the law
  2. create or distribute spam or unlawful marketing
  3. impersonate another person or business deceptively
  4. generate fraudulent, deceptive, or scam-related content
  5. create unlawful discriminatory or hateful content
  6. infringe privacy, confidentiality, copyright, trade mark, or other rights
  7. generate harmful malware, exploit instructions, or other abusive material
  8. use outputs in ways that would likely cause serious harm to others

16.2 We may suspend or restrict access where we reasonably believe our services are being used in breach of this policy, our Terms, or applicable law.

17. Record-Keeping and Governance

17.1 We aim to maintain appropriate internal governance around our Al use, including accountability, documentation, review, and ongoing improvement.

17.2 We may keep records relating to:

  • Al-enabled features we deploy
  • the purpose of those features
  • testing and review processes
  • incidents, complaints, or safety issues
  • changes to workflows or safeguards

17.3 The level of documentation and governance may vary depending on the nature, scale, and risk of the relevant Al feature or use case.

18. Changes to this Policy

18.1 We may update this Al Policy from time to time as our services, providers, legal obligations, or Al practices evolve.

18.2 When we make changes, we will update the “Last updated” date at the top of this page.

18.3 If we make a material change, we may also provide additional notice through our website, platform, or email.

19. Contact Us

iBeVisible 
Email: legal@ibevisible.ai
Privacy contact: privacy@ibevisible.ai
Address: Level 22, 120 Spencer Street, Melbourne, Victoria 3000
Phone:+61 414 671 515