AI Use Policy

1. Human review required

AI output must be reviewed by an authorized user before it is used for notices, tasks, approvals, denials, resident communications, legal positions, accounting treatment, board decisions, vendor instructions, or external reports.

2. Permitted AI uses

• Summarizing uploaded documents, emails, meeting notes, and service records.
• Creating draft tasks, reports, board packet sections, minutes, responses, and workflow summaries.
• Extracting possible dates, owners, associations, amounts, action items, and categories for user confirmation.
• Helping users locate records within their own permissions.

3. Prohibited AI uses

• Representing AI output as legal, financial, insurance, engineering, tax, or accounting advice.
• Sending notices, fines, denials, approvals, or enforcement communications without authorized human approval.
• Using AI to discriminate, harass, impersonate, deceive, or make eligibility decisions without lawful basis and review.
• Uploading information a user is not authorized to process.

4. Accuracy and limitations

AI systems can produce inaccurate, incomplete, outdated, or fabricated output. HOA Operations does not claim that CID replaces attorneys, managers, accountants, reserve analysts, inspectors, engineers, or board judgment.

5. Training and model use

Customer data is processed to provide AI-assisted features requested by the customer. Model provider training, retention, and use restrictions should be governed by the applicable provider configuration, subprocessor terms, and customer agreement.