AI Use Policy
Last updated: November 2026.
Jayvin Consulting Inc. uses artificial intelligence (AI) tools in its bookkeeping, reporting and advisory work. AI is part of how we deliver every engagement. This policy explains what we use it for, how your information is protected, and where our responsibility starts and ends. For clients, the signed engagement letter governs and takes priority over this page.
What we use AI for
- Sorting and categorising transactions, matching receipts and drafting bank reconciliations.
- Drafting reports, schedules, summaries and correspondence for a person to review.
- Checking records for gaps, duplicates and unusual items.
AI does not make decisions for you. It does not approve payments, file returns, move money or give final advice.
A person reviews everything
Every AI output is reviewed by our team before it is used. Nothing is posted to your books and no report is sent to you until a qualified accountant has reviewed it and signed it off. Anything that needs judgement is decided by a person.
Tools we use
We currently use Claude (Anthropic) on a business plan, connected to your QuickBooks Online file, and the AI features built into QuickBooks Online. We choose providers whose business terms say customer data is not used to train their AI models. We will tell clients before adding a new AI tool that touches their data. A list of service providers that may process your data, and where, is available on request.
How your information is protected
- Your data stays in your own systems, such as your QuickBooks file. Tools reach it through connections you can revoke at any time.
- Each client's work is kept separate. Your information is never mixed with another client's or used for anyone else's work.
- We ask for the least access the work needs, and we never hold your banking logins or move funds.
- Your data is not used to train AI models, and it is not sold.
- Accounts we use are protected with strong passwords and two-step sign-in.
If something goes wrong
If we learn of a breach affecting your personal information, we will tell you promptly, and we will report it to the Office of the Privacy Commissioner of Canada and notify affected people where the law requires.
Our responsibility, and its limits
We take reasonable care in choosing and using these tools. We do not operate the third-party platforms involved, such as QuickBooks, AI providers, email or your bank, and we are not responsible for security incidents, outages or errors in those systems that we did not cause. AI outputs can contain mistakes, which is why every output is reviewed by a person before it is relied on. Our total liability for client services is limited as set out in the engagement letter, to the extent the law allows. Nothing in this policy limits liability that cannot be limited by law.
AI is part of every engagement
Jayvin is an AI-focused practice: AI tools, with every output signed off by a qualified accountant, are how we deliver our services; we do not offer a version of our services without them. By engaging us, you agree to this way of working, as set out in the engagement letter. If your organisation has its own AI policy, tell us before we start and we will agree in writing how we work within it.
You can ask to see, correct or delete the personal information we hold, as set out in our Privacy Policy.
Contact
Questions about this policy: info@jayvinconsulting.ca