AI Disclosure

1. Overview

Open Book HOA LLC integrates artificial intelligence (AI) capabilities to help homeowner associations manage documents more efficiently. This disclosure explains how AI is used, what data is sent to third-party AI providers, and the important limitations you must be aware of.

2. How We Use AI

AI is used in the following areas of the platform:

• Document text extraction — AI reads uploaded documents (PDFs, images) and extracts text content for searchability.
• Document classification — AI categorizes documents by type (invoice, bank statement, contract, meeting minutes, etc.).
• Invoice data extraction — AI identifies and extracts key fields from invoices (vendor, amount, date, line items).
• Financial document analysis — AI processes bank statements and financial records to extract transaction data.
• Document summarization — AI generates concise summaries of uploaded documents.
• Question answering — AI answers questions about your HOA documents based on their content.

3. Data Sent to AI Providers

When AI processes your documents, the following data may be sent to third-party AI service providers:

• Document content (text, images, or page renders from uploaded files)
• User questions and prompts related to document analysis
• Contextual metadata necessary for accurate processing (document type, HOA context)

We do not send your account credentials, passwords, or information unrelated to the document being processed.

4. AI Service Providers

We use the following AI service providers:

• Anthropic (Claude) — Used for document analysis, classification, summarization, and question answering.
• OpenAI — Used for text embeddings and document indexing to enable search functionality.

Your documents are sent to these providers solely for processing your requests. Neither Anthropic nor OpenAI uses your data to train their models when accessed through our platform's API. Data transmitted to AI providers is encrypted in transit using TLS.

Data may be processed in the United States and other jurisdictions where these providers operate.

5. Limitations of AI-Generated Outputs

AI-generated content is not legal, financial, or professional advice. All AI outputs should be reviewed and verified by a qualified person before any reliance or action.

AI-generated content has important limitations:

• AI may produce inaccurate or incomplete results. Extracted data, summaries, and classifications should always be reviewed and verified by a human.
• AI may misinterpret handwritten text, poor-quality scans, or complex document layouts.
• AI outputs may misinterpret financial data, including amounts, dates, vendor names, or classifications. Financial extractions should always be cross-referenced with source documents.
• AI classifications and summaries are best-effort approximations and may not capture all nuances of a document.
• AI does not understand the legal or regulatory context of your specific HOA, jurisdiction, or Florida HOA statutes.
• AI outputs should never be presented as certified, audited, or legally binding documents.

6. Human Review Recommendation

We strongly recommend that all AI-generated outputs be reviewed by a qualified person before being used for decision-making, compliance reporting, financial reconciliation, or any official HOA purpose. Open Book HOA LLC is a transparency tool — it is not a substitute for professional accounting, legal counsel, or auditing services.

7. Data Handling

• Documents are transmitted to AI providers using encrypted connections (TLS 1.2+).
• AI-generated outputs (extracted text, summaries, classifications) are stored alongside your documents in our secure database.
• You can view what AI has extracted or generated for any document in the document detail page.
• Deleting a document also removes all associated AI-generated content.

8. Your Control

You have control over how AI interacts with your documents. HOA administrators can configure AI provider settings, including which AI models are used for different tasks. If you have concerns about AI processing of specific documents, contact your HOA administrator.

9. Changes to This Disclosure

As AI technology evolves, we may update our AI capabilities and this disclosure. We will notify users of significant changes to how AI is used on the platform, including the introduction of new AI providers or processing capabilities.

10. Contact Us

If you have questions about our use of AI, please contact us at ai@openbookhoa.com.