Effective date: 15 October 2026
Applies to: All clients, projects, services and professional engagements
1. Purpose
The Community Entrepreneur (TCE) is committed to providing professional, informed and high-quality consulting, grant writing, research, marketing, training and related services.
We recognise that artificial intelligence (AI), automation and machine-assisted technologies are increasingly integrated into everyday business software and professional practices.
This policy explains how TCE may use these technologies in delivering services, the safeguards we apply, and the respective responsibilities of TCE and its clients.
2. Use of AI and Technology
TCE may use AI-enabled software, digital tools, automated systems and emerging technologies as part of its normal business operations and service delivery.
These technologies may be used to support activities including, but not limited to:
- Research, information gathering and preliminary analysis.
- Grant identification, funding research and eligibility assessments.
- Drafting, reviewing, editing and refining written material.
- Developing grant applications, reports, strategies and business documents.
- Preparing presentations, training resources, graphics and marketing materials.
- Data organisation, summarisation and administrative activities.
- Proofreading, formatting, document management and quality assurance.
- Brainstorming, planning and developing concepts or recommendations.
AI capabilities may be incorporated into commonly used software and platforms, including Microsoft Word, Excel, PowerPoint, Canva, search engines, communications platforms and other professional applications.
The use of such technology is considered part of TCE’s ordinary business practices and does not, of itself, constitute a departure from agreed professional service standards.
3. Professional Expertise and Human Oversight
AI is used as a supporting tool and does not replace the professional knowledge, experience, judgement or expertise of TCE personnel.
TCE retains responsibility for exercising appropriate professional judgement in the preparation and delivery of its services.
AI-assisted material will be subject to human oversight and review appropriate to the nature, purpose and risk of the work.
The extent of research, verification and review undertaken will depend on the agreed scope of services, the information available and the intended use of the deliverable.
TCE does not represent that all work will be produced exclusively through manual processes or without technological assistance.
4. Client Acknowledgement and Authorisation
By engaging TCE and accepting this policy as part of the applicable service agreement, the client acknowledges and agrees that:
a. TCE may use AI-enabled and automated technologies in performing its services.
b. Such technologies may form part of standard software, research platforms and business systems.
c. TCE may determine the appropriate tools, technologies, methods and workflows used to deliver the agreed services, subject to applicable law, confidentiality obligations and any expressly agreed contractual restrictions.
d. Separate notification or approval is not required for each routine use of AI or AI-enabled functionality within the agreed scope of services.
e. The use of AI assistance does not, by itself, diminish the professional nature, value or agreed fees of services delivered by TCE.
Any client requiring specific restrictions on AI use must notify TCE in writing before the relevant services commence. Such restrictions will apply only where expressly accepted by TCE in writing and may require adjustments to the scope, timeframe or fees.
5. Confidentiality, Privacy and Information Security
TCE recognises the importance of protecting confidential, commercially sensitive and personal information provided by clients.
TCE will take reasonable steps to safeguard such information and comply with applicable privacy, confidentiality and data protection obligations.
In using AI-enabled or third-party technology, TCE may:
- Use de-identified, anonymised or summarised information where reasonably practicable.
- Limit the disclosure of client information to what is reasonably necessary for the relevant task.
- Consider the privacy and security settings of technology providers.
- Apply additional safeguards to confidential, sensitive or personal information.
- Restrict the use of particular systems where their risks are inappropriate for the information concerned.
Client information will not knowingly be entered into publicly accessible AI services in circumstances that would constitute an unauthorised disclosure or breach applicable privacy or confidentiality obligations.
Some technology providers may process or store information using third-party infrastructure, including infrastructure outside Australia. Any such handling will be subject to applicable legal requirements and TCE’s contractual obligations.
TCE does not guarantee that third-party systems are entirely free from security risks, but will take reasonable and appropriate precautions in selecting and using them.
6. Accuracy, Research and Verification
AI-generated or AI-assisted information may contain inaccuracies, omissions, outdated information or material requiring independent verification.
TCE will apply reasonable professional judgement and review processes having regard to the agreed scope of work.
Where appropriate, TCE may consult primary sources, government publications, funding guidelines, client-supplied information and other relevant materials.
Clients acknowledge that:
- Grant guidelines, eligibility requirements, funding priorities and deadlines may change.
- External sources and third-party information may contain errors.
- Research findings and recommendations may depend on information available at the time.
- Final decisions concerning funding, eligibility, approvals and outcomes rest with the relevant external organisations.
Unless expressly included in the agreed scope, TCE is not engaged to provide independent legal, financial, accounting or other regulated professional advice.
7. Client Responsibilities
Clients remain responsible for providing accurate, complete and timely information necessary for the delivery of services.
Clients are responsible for reviewing and approving final documents, applications, statements and representations submitted or published in their name, unless otherwise expressly agreed.
Where a client supplies information for use in a project, the client warrants that it is authorised to provide that information to TCE for the agreed purposes.
TCE may reasonably rely on information supplied by the client without independently auditing or verifying every statement, unless such verification forms part of the agreed services.
8. Intellectual Property and Deliverables
The use of AI-enabled tools does not, by itself, alter the ownership and licensing arrangements agreed between TCE and its clients.
Intellectual property rights in deliverables, templates, methodologies, training materials and other work products remain governed by the applicable service agreement.
TCE may retain and reuse its pre-existing knowledge, skills, processes, general research methods, templates and know-how, provided that doing so does not breach client confidentiality or applicable intellectual property obligations.
AI-generated elements may be subject to third-party licensing conditions or limitations on copyright protection.
TCE does not warrant that every AI-assisted element is independently capable of copyright protection or exclusive ownership.
9. Service Standards and Limitations
TCE will provide its services with the care and skill required by applicable law and the relevant service agreement.
The use of AI does not constitute a guarantee of particular results, funding success, commercial outcomes or error-free deliverables.
To the extent permitted by law, TCE is not responsible for losses arising solely from:
- Changes to external funding programs, policies or assessment processes.
- Inaccurate or incomplete information provided by the client.
- Client modifications to approved deliverables.
- Decisions made by third parties outside TCE’s control.
- Use of deliverables beyond their agreed purpose or without regard to stated qualifications and limitations.
Nothing in this policy excludes, restricts or modifies any right, remedy, guarantee or liability that cannot lawfully be excluded, restricted or modified, including under the Australian Consumer Law.
Any additional limitations of liability are governed by the applicable service agreement and are subject to applicable law.
10. Technology Changes
AI and digital technologies continue to develop rapidly.
TCE may update its software, technology providers, internal procedures and working methods as part of normal business operations, provided these changes remain consistent with its contractual and legal obligations.
TCE may periodically update this policy. Any updated version will apply to an existing engagement only to the extent permitted by the applicable service agreement or otherwise agreed with the client.
11. Acceptance
This policy forms part of the terms governing an engagement where it is expressly incorporated into the relevant proposal, service agreement or other accepted contractual documentation.
By accepting the relevant agreement, the client acknowledges that AI-enabled technologies may be used in delivering TCE’s services in accordance with this policy.
The Community Entrepreneur
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