1. Scope of Service
The Service: Mentology PA ("the Service") is an AI-powered executive assistant engine that performs operational support tasks on the Subscriber's behalf, including but not limited to email triage and drafting, calendar and logistics management, invoice and expense extraction, travel coordination, and voicemail transcription and triage.
The Vessel: The Service acts strictly as an automated assistant. It operates via generative computer programs and large language model technology, and possesses no independent judgment, professional qualification, or decision-making authority. The Subscriber acknowledges that generative AI systems have inherent technical limitations and may occasionally produce inaccurate, incomplete, or erroneous outputs (including in drafted correspondence, calendar logistics, or ledger entries).
The User (Subscriber): The Subscriber retains sole and final responsibility for reviewing, approving, and acting upon any output, draft, or record produced by the Service before it is sent, filed, relied upon, or acted upon in any way.
Age & Authority Restriction: This Service is restricted to users 18 years of age or older, acting either as an individual professional or as an authorised representative of a registered business entity.
Professional Disclaimer: The Service is an operational productivity tool. It is not a licensed accounting, bookkeeping, legal, tax, financial advisory, or business consulting service. Any financial, ledger, or correspondence outputs generated by the Service are provided for operational convenience only and do not constitute professional accounting, legal, tax, or financial advice. The Subscriber is solely responsible for verifying accuracy before relying on any such output for compliance, filing, payment, or legal purposes.
Execution Guardrails: The Service operates under strict, non-negotiable execution limits: it may draft correspondence but will never send any communication without explicit Subscriber approval; it may flag items for deletion or archiving but will never permanently delete any message or record without explicit Subscriber confirmation.
2. Data Sovereignty & Third-Party System Access
Privacy & Automated Processing Disclosure: In accordance with the Australian Privacy Principles (APPs) regarding automated data processing, the Subscriber acknowledges and consents to their operational data (including email content, calendar data, and financial records) being processed in real time by automated computer programs and large language model algorithms, solely for the purpose of performing the Subscriber's requested tasks.
Two-Tier Data Model: The Service distinguishes between two categories of data. Operational data — configuration settings, task queues, and ledger records generated by the Service — is stored within Mentology's own secure infrastructure. Business files — documents, records, and materials uploaded or referenced by the Subscriber for the Service to work from — remain in the Subscriber's own connected cloud storage account (e.g. Google Drive, Microsoft OneDrive) at all times and are never duplicated into or permanently stored on Mentology's systems.
Revocable Third-Party Access: The Subscriber grants the Service access to specific third-party systems (which may include email, calendar, cloud storage, and web search) on an opt-in, per-system basis during setup. This access may be revoked by the Subscriber at any time. The Subscriber acknowledges and agrees that revoking access to any connected system is an intentional design feature of the Service: upon revocation, the Service will immediately and permanently lose the ability to read, write, or otherwise act upon data in that system, and any task dependent on that access may fail or be left incomplete. This is not a fault or defect of the Service.
The Right to Erasure: The Subscriber retains the right to request deletion of all operational data held within Mentology's systems at any time via the account deletion function. Once triggered, this deletion is irreversible and operational data is permanently expunged from Mentology's active systems. As business files are never stored on Mentology's systems in the first instance, no separate deletion action is required for those files — the Subscriber retains full control of them at all times via their own cloud storage account.
Algorithmic Accuracy & Limits: Outputs generated by the Service (including drafted correspondence, ledger entries, calendar changes, and voicemail transcriptions) are generated by automated pattern-based systems and do not constitute verified, binding, or officially recorded business, financial, or legal data.
Security & Ring-Fencing: Operational data processed by the Service is not transmitted to, shared with, or used by external third-party models for public model training, fine-tuning, or external data harvesting. All processing occurs through isolated, secure cloud architecture.
3. Intellectual Property
Subscriber Ownership: The Subscriber retains full and absolute ownership of all business data, files, correspondence content, and records processed by or accessed through the Service, regardless of where that data resides.
System Licence: The Subscriber is granted a non-exclusive, non-transferable, revocable licence to use the Mentology PA platform and interface for personal or authorised business use. The Subscriber acquires no ownership rights, copyright, or intellectual property claim over the underlying Mentology PA software, system architecture, or proprietary automation logic.
Data Scraping Prohibition: The Subscriber is prohibited from using automated software, crawlers, scrapers, or data-mining tools to extract or harvest outputs from the Service for any external purpose, including training secondary AI models.
4. Ethical Conduct
Usage Constraints: The Service must be used solely for its intended purpose of operational and administrative support. The Subscriber agrees not to use the Service to generate defamatory, abusive, fraudulent, or illegal material or correspondence.
Reverse-Engineering & Exploitation Guardrails: The Subscriber is prohibited from attempting to reverse-engineer, decompile, or bypass the security parameters of the Service, including any attempt to use prompt-injection, jailbreak techniques, or adversarial instructions to bypass its safety or operational guardrails.
Termination: Mentology reserves the right to unilaterally suspend or terminate a Subscriber's access, and to revoke all associated system keys, immediately upon a material breach of this Agreement's ethical, security, or intellectual property terms.
5. Dispute Resolution
Good-Faith Resolution First: In the event of any disagreement, misunderstanding, or dispute arising out of or relating to this Agreement, both parties agree to first make a genuine, good-faith attempt to resolve the matter informally through direct discussion before pursuing formal action.
Escalation: If a dispute cannot be resolved informally within a reasonable period, either party may pursue formal mediation, arbitration, or other legal remedies available under Australian law, except where urgent interlocutory relief is required to protect intellectual property or data security.
