AI assistance and recording notice
What to check before using drafting, voice assistance and site recordings.
1 Review drafts before use
Quotation drafts, extracted scope, summaries and project schedules are proposals. An authorised person must check quantities, unit prices, tax treatment, payment terms, dates and client instructions before saving, approving or sending the resulting document. AI output does not replace a signed agreement or the required approval.
2 Content sent to providers
Enabled AI features can send the material needed for the task to their configured provider: prompts, quotation contents, pricebook or template references, attachments, transcripts and relevant records. Sprite voice conversations can send microphone audio and conversational context to its voice provider. Spoken announcements can send selected notification text for speech generation. Avoid unnecessary personal information and do not submit third-party material without authority.
3 Consent for a site visit
Explain the recording purpose and processing to everyone whose voice or image will be captured, obtain the required permission and complete the app’s recording-consent step before recording. A browser microphone permission alone is not the client’s consent. If a person refuses, use written notes or another permitted workflow.
4 Withdrawal and deletion
A client can ask the operating firm to withdraw recording consent or deal with their personal data. Authorised staff must use the applicable deletion and withdrawal controls and consider audio, video, transcript, extracted scope and related copies separately. Completing a quotation does not automatically delete a recording. Backups and legally required business records can require separate handling.
5 Provider terms and human responsibility
Ilumax does not run a training pipeline using these records. External providers’ retention and model-training treatment depend on the provider, account tier, settings and applicable agreement; the operating firm must select appropriate processing arrangements. A generated signature, consent, approval or payment must never be substituted for the real event.