Data & AI

How We Handle Your Data & AI

Effective date: 8 September 2026 Last updated: 8 August 2026 Version: 2.0

This is a plain-English explainer. It sits alongside the Privacy Policy, the Terms of Use, and the Data Processing Addendum, which are the governing documents. Where this explainer and those documents differ, those documents govern. We have written this page so that a subcontractor, a security reviewer, or one of the platforms you connect can understand exactly what YourCA does with your data in a few minutes.

#The one-line version

We read your sources and cite them back. We do not train on your data. We do not sign or serve a document for you.

YourCA is one product, built for the subcontractor. Every module sits inside it: Contract, Financials, Procurement, Handover, Prestart, Schedule, Directory and the rest. It reads your own contract and project records, and the systems you already use, and turns them into checked, cited, ready-to-sign work.

#What we do, and what we never do

We do:

Offer connections to the systems you already use. Where we offer one and you connect it, we use the OAuth permissions you grant, and only those, for as long as it stays connected.
Extract, chunk and index your uploads so we can find the relevant passage when you ask.
Retrieve that passage and cite it back to you at the moment you ask, inside your own account.
Draft the real, complete document for you to check, edit and sign yourself.

We never:

Use your data, or any output, embedding or index built from it, to train, retrain, fine-tune or benchmark any AI model. See Our never-train commitment, and exactly what backs it for what that commitment is and is not.
Mix one account's data into another account's results.
Sign a document for you, or serve one on a head contractor for you.
Write anything back into a connected system unless you run the action that does it. The one capability that could is automatic chasing in Procurement, and it is not enabled in the Service today.
Give legal, financial or other professional advice. YourCA flags commercial risk for you and your own adviser to check. It is not advice and it does not replace your solicitor. See clause 14.5 of the Terms of Use.

#Retrieval, not training

There are two very different ways an AI product can use your data, and the difference is the whole point.

Training means feeding your data into a model so the model's weights change and it keeps your data permanently, for everyone. We do not do this.
Retrieval at inference means that, at the moment you ask, the system looks up the relevant passages in your indexed data and supplies them to the model as context for that one answer, then cites them. This is how YourCA works. It is commonly called retrieval-augmented generation.

Your data is context for your request, not material for our models. Your index exists only to serve your own account, and disconnecting a source stops its use.

#Our never-train commitment, and exactly what backs it

We want to be precise about the nature of this commitment, because an overstated technical guarantee would be the worst thing on this page.

What it is. A contractual undertaking. We do not train, fine-tune or customise any model on your data, and we do not run any training or model-customisation code at all. Our AI provider's commercial terms also prohibit training on our inputs and outputs. That contract, plus our own, is what backs the commitment.

What it is not. It is not a technical control that YourCA itself enforces on each request. We do not set a zero-retention header, a no-training flag or a per-request opt-out on the model API, because we do not build or run models of our own to opt out of.

What is architectural fact. Your data reaches a model only as retrieved context attached to one request. Nothing about your account is written into a model. Your embeddings are computed in Sydney and stored in your own account's index.

#What we read from each source, and how we use it

This table describes what a connection does where the Service offers it and you connect it, and for as long as it stays connected. It is not a list of connections available to your account today: which sources you can connect depends on your plan, your entitlements, and what the Service currently makes available. A connection is authorised by you, uses only the OAuth scopes you grant, and can be revoked by you at any time. None of it is ever used to train a model.

Source	What we read, where you connect it and authorise it	How we use it	Used to train AI?
Procore	Projects, RFIs, submittals, contacts and related records	Cross-check, cite and draft at the moment you ask, in your own account	Never
Microsoft 365 (Outlook, OneDrive, SharePoint, Teams)	Mail, files and documents you authorise	Cross-check, cite and draft at the moment you ask, in your own account	Never
Google (Gmail, Google Drive)	Mail and files within the restricted scopes you authorise	Provide the user-facing features you request	Never
Xero	Accounting records you authorise, for example invoices and receivables	Financial cross-checks and citations	Never
Dropbox	Files and folders you authorise	Cross-check, cite and draft at the moment you ask, in your own account	Never

#Connections are not read-only, and here is the truth about that

An earlier version of this page said every connection was read-only. That was wrong, and we have cut it rather than soften it.

Where you connect a source, YourCA reads it to answer and to cite. A connection also carries actions that write back into that system: sending or deleting mail in Gmail and Microsoft 365 and creating an Outlook rule; uploading, moving, renaming, sharing and deleting files in Dropbox, Google Drive, OneDrive and SharePoint; creating and updating invoices, bills, payments, quotes and purchase orders in Xero; and creating and updating RFIs, submittals, variations, invoice requests, purchase orders, daily logs and the rest in Procore, and certifying a progress claim there.

What is true of any connection you have, and what you can rely on:

Every connection is authorised by you, with the scopes you grant, and revocable by you at any time.
While a source is connected, an action that writes to it runs when you run it. There is one capability that could send without you pressing send: automatic chasing for a supplier in Procurement, which where we offer it and you switch it on may send a chase from your connected mailbox, off unless you switch it on for that supplier, never to a supplier you have not already emailed yourself, and capped at one chase per supplier per day. It is not enabled in the Service today. The Procurement screen tells you the same thing: the reminder arrives with the chase already written for you to send from your own mail client.
Some actions we consider hard to undo carry a warning before you run them. That warning is not applied to every destructive action, so do not treat its absence as a sign that an action is reversible.
If you do not want write access at all, do not connect that source, or restrict what YourCA may do from that platform's own permission settings and revoke the connection there.

#Where your data lives

In Australia. Your Customer Data rests in Sydney. The database and your search index are Neon Postgres in ap-southeast-2. Your uploaded files sit in Amazon S3 in ap-southeast-2. Scanned documents are read by Amazon Textract in ap-southeast-2. Embeddings are computed by Amazon Bedrock Titan in ap-southeast-2. Three of those four are guarded in code: for object storage, OCR and embeddings, if the region is not ap-southeast-2 the component throws an error instead of running offshore. The guards differ in when they bite. The embedding client throws as soon as the application loads. Object storage throws the first time it is used, and only where a bucket is configured. OCR throws the first time it is used, and only where OCR is switched on. The database region is fixed by the Neon endpoint we connect to, not by a check in our code. Application hosting (Replit) and the job queue (Upstash) are deployed to Sydney by configuration and are not region-checked at all, so treat those two as a commitment rather than an enforced control.

What leaves Australia. Two things, and you should read them plainly rather than assume everything stays onshore.

AI text inference runs in the United States. Chat, extraction and contract review are served by the Anthropic API in the US, under Anthropic's commercial terms, which prohibit training on inputs and outputs and provide only limited, short-term retention for safety and abuse monitoring. Where this is a cross-border disclosure, we apply the safeguards in the Privacy Policy and, where the GDPR or UK GDPR applies, the transfer mechanisms described in the DPA.
Telemetry goes to the European Union, from our servers and from your browser alike. Usage and error events go to a PostHog project in the EU. Both paths carry the same region check: a PostHog United States host is refused, a host we cannot read is refused, and where the host is refused the telemetry is switched off entirely rather than sent offshore. If no host is configured for the browser, your browser sends no telemetry at all. Two limits worth knowing. Events raised by the pages you load are not put through our scrub and carry the network address the request comes from, so your IP address reaches the European host. And the check stops PostHog's United States cloud specifically; it does not prove that whatever host we do configure sits in Australia or the EU.

Payment processing (Stripe) and transactional email (Resend) are global services and are not pinned to a region. Card details are entered directly with Stripe and raw card data never reaches YourCA. The full sub-processor list, which names every provider we engage and is complete, is in the DPA, Annex 3, and clause 6.1 of the Privacy Policy. There is no separate error-tracking provider: the analytics provider is also the only error-capture channel we operate.

#How YourCA reads a document and cites it

Extract. Your upload is read. Scanned pages and images go through OCR in Sydney.
Chunk. The text is split into passages, keeping clause structure so a citation can point at a real clause rather than a page.
Embed. Each passage is turned into a numeric index entry in Sydney, stored against your account only.
Retrieve. When you ask something, the passages that actually bear on your question are pulled and handed to the model as context for that one request.
Cite, or say nothing. A value we derive from your contract carries the clause reference and a verbatim quote from that clause. If a value cannot be cited, it is left blank rather than estimated, never shown as a plausible-looking figure. This is enforced in code, not left to the model: an uncited value is stripped before you ever see it.

A blank you have to fill in yourself is honest. A confident wrong number on a document you are about to sign is not.

#Statutory documents: we draft, you sign and serve

Payment claims, statutory declarations, notices and compliance certificates are drafted by YourCA and exported to you. Five rules govern every one of them:

You get the real, complete document, filled from your own contract and project records. Not a worksheet, not a checklist.
Every field stays editable until you sign it. You are the one signing, so you must be able to correct anything on it.
The signature block is left blank, for your wet or applied signature. YourCA never signs. Where a witness is required, the witness block is blank too and the document says so on its face.
We export, and stop. You download it, check it, sign it and serve it yourself through whatever channel you already use.
Where a form is prescribed by law, you get that exact form, filled, or nothing at all. We will not print a redrawn lookalike of a prescribed form.

YourCA cannot transmit one of these documents to a head contractor. Serving on your behalf is not merely switched off, it is not built, and there is no environment setting, account flag or operator override that turns it on. Recording that you served a claim is a diary entry you make afterwards. It moves no document anywhere.

Every generated document carries this statement on its face: "YourCA prepared this draft from your own contract and project records. It is not legal advice. Check every figure and every statement on it, then sign and send it yourself."

#What we secure, and what we do not claim

YourCA is run by one person. We would rather you know exactly what that means than discover it in a security review.

In place: TLS 1.2 or higher in transit; encryption at rest through our managed hosting providers; your integration credentials encrypted with AES-256-GCM before storage; role-based access and tenant isolation so one account's data never reaches another; optional multi-factor authentication; rate limiting, security headers and server-side input validation; audit logging of administrative activity; and automated typecheck, test and build checks on every change proposed for, or merged into, the main branch of our codebase before release.

Not in place, and we will not pretend otherwise: no SOC 2, ISO 27001 or IRAP certification; no third-party penetration test; no security team, security operations centre or continuous monitoring; no intrusion detection or web application firewall of our own; no automated vulnerability or dependency scanning; no malware or antivirus scanning of the files you upload; no documented and tested incident response or disaster recovery plan; and no customer-managed encryption keys. The full list is in the DPA, Annex 2.

What we do instead on uploads, stated so you can judge it. We accept only the formats we can read, we cap the size and the number of files, and we then read the leading bytes of each file and refuse it if they are not the type it claims to be. That stops a program, an archive or a web page being stored under a document name. It does not stop a genuine PDF or Office file that carries something harmful inside it, because nothing here opens a file looking for that. What we store is served back to you as a download, under the type its extension promises rather than the type the upload claimed, and only images and PDFs open in place. Treat a document that reaches you through YourCA from a party you do not know exactly as you would treat it in your email.

We do not hold professional indemnity insurance. If your own obligations require a control or a cover we do not have, tell us before you upload anything, and do not send us data that depends on it.

#What you can recover from us if something goes wrong

We would rather you read this now than find it in clause 15 after a bad day. YourCA is one person, trading as a sole trader, with no company between a claim and that individual and no professional indemnity or cyber insurance behind it. We have set our liability as low as the law allows, and the whole of it is capped at the greater of A$1,000 and the fees you have actually paid us in the 12 months before the problem arose. There is a minimum of A$1,000, so the cap is never nil, even if you have paid us nothing because you were on a free pilot or a code that reduced every fee to zero. A$1,000 is a small amount and we are not presenting it as a real remedy for a large loss: it is there so the limit is never nothing. If a single A$249 contract review is all you have paid, A$1,000 is the most you can recover, however large your own loss. Every payment we could owe you draws on that same amount, including any refund and anything we pay in connection with an intellectual property claim, and we no longer give the uncapped intellectual property indemnity an earlier draft of the Terms contained.

Four things that cap does not touch. A wilful breach of confidence by us, which includes a deliberate unauthorised disclosure of your data, is outside the cap, and the DPA says the same for your personal information rather than pulling it back inside. An infringement by us of your intellectual property is outside it as well, and so is an infringement by you of ours: those carve-outs run both ways, as does every other item on the list in clause 15.3. Your consumer guarantees under the Australian Consumer Law cannot be excluded, restricted or modified, and we do not try to: most business customers buying at our prices are "consumers" for that purpose, because the amount paid does not exceed A$100,000. For a breach of one of those guarantees, the law lets us limit our liability to supplying the Service again or paying the cost of having it supplied again, which is what we do, and a court can refuse to let us rely on that limit if it decides doing so is not fair and reasonable. And nothing we write excludes liability for fraud or for death or personal injury.

Two more things we would rather you read here than find later. We give no warranty that the Service matches our Documentation. The only warranties in the Terms are that we use reasonable care and skill and do not knowingly introduce malicious code; the Documentation says how the Service is meant to work, not what we promise it does (clauses 14.2 and 14.3, and your consumer guarantees still apply on top). And your own liability to us is capped as well, at the greater of A$10,000 and five times the fees you have paid us in the preceding 12 months, with only the fees you owe us sitting outside that (clause 16.2). If we agree a pilot with you, our cap for that pilot is the greater of A$1,000 and the fees you paid for the pilot, so an unpaid pilot carries an A$1,000 cap rather than nil, and that measure is narrower than the 12-month figure above (clause 8).

Decide before you buy whether a remedy that size is enough for what you intend to put through YourCA. If it is not, use your own advisers and your own cover for that work. The full position is clause 15 of the Terms of Use.

#Your controls

You choose the scopes. Where you connect a source, that connection can only reach what the OAuth permissions you granted allow.
Disconnect any time. Removing a connection stops further reading from that source.
You run the writes. While a source is connected, any action that changes something in it runs when you run it. The automatic chase described above is the only capability that would send on its own, and it is not enabled today. Some actions we consider hard to undo carry a warning before you run them, but not every destructive action does.
AI runs when you run it. AI processing happens when you start a feature that uses it, so you control it by choosing what to run. There is a capability for a scheduled job to read a connected mailbox to prepare your brief and draft a chase without you starting anything, and it is not enabled in the Service today, so nothing reads your inbox on a schedule. There is no account-wide off switch. If you need AI processing restricted for your account, email admin@yourca.ai.
You sign, and you serve. No document is signed or sent for you.
Export and delete. You can export Customer Data while your account is active and request deletion as set out in the Terms and DPA.

#We complement your tools; we don't compete with them

YourCA reads across the systems you already use rather than replacing any of them. Keep Procore, your inbox and your accounting exactly as they are. We do not use a connected source's data to build a competing replica of that source's features. Our value is contract intelligence and the statutory layer on top of the records you already hold, not a wrapper around any single platform.

#How this maps to each platform's rules

These are undertakings we give for each connection, and they apply where and when we offer that connection and for as long as it stays connected. They are how we will handle the data, not a claim that we hold any particular platform's approval, verification or certification today. Where a platform requires something of us before a connection may be offered, we will have it before we offer that connection, not after.

Procore: where we offer a Procore connection, we honour the Procore Developer Program and Marketplace terms, which restrict using Procore data to train AI or machine-learning models. Procore data is categorically excluded from all model training and is used only to deliver the feature you request, at the moment you request it.
Google: where we offer a Gmail or Google Drive connection, our use of Google user data will comply with the Google API Services User Data Policy, including its Limited Use requirements. Restricted scopes such as Gmail also require an annual independent security assessment (commonly called a CASA assessment) before an app may use them in production. We say plainly that we have not obtained that assessment, and we will not offer a restricted-scope Google connection until we have. We do not use Google restricted-scope data to train, develop or improve any generalised or standalone AI model, and we would use it only to provide the user-facing features you request.
Microsoft: where we offer a Microsoft 365 connection, we comply with the Microsoft APIs Terms of Use and the Microsoft 365 and Graph data-handling requirements, including any publisher verification or certification Microsoft requires for the scopes in question.
Xero: where we offer a Xero connection, we comply with the Xero Developer Platform terms.
Dropbox: where we offer a Dropbox connection, we comply with the Dropbox API terms and developer branding guidelines.

Our own governing documents put the same commitment in contract: see the Privacy Policy, the Terms of Use, and the DPA, Annex 2 (AI-specific measures). What YourCA costs is set out on our home page and in your Order.

#Questions

Privacy and your data rights: admin@yourca.ai
Security and vulnerability reports: admin@yourca.ai
Commercial and contract questions: admin@yourca.ai

Michael Dewick trading as YourCA (ABN 84 390 063 197) · Sydney NSW, Australia