AI Features Addendum

Terms that apply when you use artificial intelligence features in Workshop Software

Effective date: 8 November 2026

About this Addendum

This AI Features Addendum (Addendum) forms part of the Subscription Agreement between Workshop Software Pty Ltd (Workshop Software, we, us) and the Customer (you). It applies whenever you or your Users use an AI Feature. Capitalised terms not defined here have the meaning given in the Subscription Agreement and the Data Processing Addendum.

We have written this Addendum in plain language because we want you to understand exactly what happens to your data when you use an AI Feature, what we promise, and what we ask of you.

1. Definitions

AI System means a machine-based system that, for explicit or implicit objectives, infers from the input it receives how to generate outputs such as predictions, content, recommendations or decisions that can influence physical or virtual environments. This is the OECD definition adopted by the Australian Government’s Guidance for AI Adoption.

AI Feature means any feature or function of the Service, in whatever part of the Service it appears and whatever it is called, that uses an AI System to generate an Output from an Input.

AI Provider means a third party whose AI model or AI System we use to deliver an AI Feature. Our current AI Providers are listed in Annex 4 to the Data Processing Addendum.

Input means the Customer Data and any prompt, instruction or other content that you or a User submit to an AI Feature, or that the Service submits on your behalf when a User activates an AI Feature.

Output means the content, suggestion, summary, draft, classification, score or other result that an AI Feature generates from an Input.

2. What AI Features do

2.1 AI Features help your team work faster by drafting, summarising, organising, classifying or analysing information in the Service. The AI Features we make available fall into the following categories, and we may add AI Features within these categories, or new categories, at any time: (a) drafting and summarising, where an AI System turns information in a record into text for a User to review, such as notes, descriptions or messages; (b) organising and classifying, where an AI System sorts, tags, matches or extracts information from records or documents; (c) analysis and insights, where an AI System analyses your business data, or Aggregated Data, to present trends, opportunities, benchmarks or recommendations; and (d) assistants, where a User asks questions or gives instructions in natural language and an AI System responds. The commitments in this Addendum apply to every AI Feature in every category. We describe individual AI Features in the Service and in our help documentation, not in this Addendum, so that those descriptions can be kept current as the Service develops.

2.2 You stay in control. AI Features produce Outputs for a person to review. An Output is a suggestion or a draft. It is not saved to a customer record, sent to an End Customer, or used to take an action until a User accepts it, except where we have described a specific feature, in the Service or in our help documentation, as acting automatically and you have chosen to enable that behaviour.

2.3 We tell you. We will take reasonable steps to make it clear in the Service when a User is working with an AI System, for example through a label, icon, feature name or description, and we describe our AI Features in our help documentation. A failure to label a particular feature does not remove it from this Addendum: the commitments in clause 3 apply to every AI Feature whether or not it is labelled.

2.4 Choosing not to use AI Features. AI Features are activated by a User when the User chooses to use them. A User who does not want to use an AI Feature can simply not activate it. The Service does not currently include a setting that switches AI Features off for an Account or a User. An AI Feature that acts automatically applies to your Account only if you choose to enable it, as clause 2.2 describes, and we will describe how it acts in the Service or in our help documentation before it can be enabled. If you object to an AI Provider on data protection grounds, clause 5.3 of the Data Processing Addendum sets out your rights.

2.5 Dependencies and limits. AI Features depend on AI Providers. An AI Feature may be unavailable, slow or unable to process a particular Input, including where an AI Provider’s content filters decline it, and clause 2.4 of the Subscription Agreement applies. We may set and change fair use or volume limits for AI Features, and may charge for usage under clause 4.3 of the Subscription Agreement where the pricing page or your Order says so.

2.6 Changing AI Providers. We may add, remove or replace an AI Provider where reasonably necessary to operate, maintain, improve or secure an AI Feature, subject to the Sub-processor process in clause 5 of the Data Processing Addendum. A replacement AI Provider must be bound by commitments no less protective than those in clause 3.

3. How your data is handled

3.1 Inputs go to an AI Provider only to produce an Output. When a User activates an AI Feature, the Input needed for that task is sent to an AI Provider, which returns an Output. The Input may include End Customer Data recorded in the relevant job or record, such as a customer name, vehicle details or the text of a note. Each AI Feature sends only the fields we have defined as permitted for that feature.

3.2 AI training and de-identified data. We do not use your Inputs or Outputs to train, retrain or fine-tune our own AI models or any AI Provider’s models. The only exception is De-identified Data and Aggregated Data, which we may use as clause 3.5 describes. We require our AI Providers, by contract, not to use Inputs or Outputs to train, retrain, fine-tune or otherwise improve their models, to keep Inputs and Outputs confidential, and to use them only for the purposes described in clause 3.3.

3.3 Retention by AI Providers. Our contracts with AI Providers require them to use Inputs and Outputs only to provide the Output to us and to operate, secure and monitor their service for misuse and to comply with law, to keep them confidential, and to delete them within 30 days, except where the law requires the AI Provider to keep them longer or the AI Provider’s terms permit it to retain content it has identified as violating its usage policies for the purpose of enforcing those policies. We rely on those contractual commitments and do not independently verify deletion.

3.4 Where processing happens. AI Providers may process Inputs in countries other than yours, including the United States. Annex 4 to the Data Processing Addendum states the location for each AI Provider. Where UK or EU law applies, the transfer terms in the Data Processing Addendum apply to that processing.

3.5 Improving AI Features. We improve AI Features using Usage Data (for example how often an Output is accepted, edited or rejected) and De-identified Data and Aggregated Data created under clause 7 of the Subscription Agreement. That may include using De-identified Data and Aggregated Data to train, fine-tune, test and evaluate AI models and AI Features, and we may do so only where the data has been de-identified in accordance with clause 7.3 of the Subscription Agreement and in compliance with Privacy Laws. We do not use identifiable Inputs or Outputs for this purpose. If we ever propose to use identifiable Inputs or Outputs to improve AI Features we will first establish a lawful basis and give any notices or obtain any permissions that Privacy Laws require, update this Addendum, give you at least 30 days’ notice, give you a way to opt out, and treat the change as a material change under clause 8.1 of this Addendum so that you may also terminate under the Subscription Agreement.

3.6 Outputs are yours. As between you and us, you own the Outputs generated from your Inputs, to the extent they are capable of ownership. Outputs form part of your Customer Data once saved. We do not claim any rights in your Outputs other than the licence in clause 6.2 of the Subscription Agreement.

3.7 Human access. Our staff do not read your Inputs or Outputs except where needed to provide support you have requested, to investigate a security incident or suspected misuse, or where the law requires. Our internal policy prohibits staff from entering customer or End Customer personal information into publicly available generative AI tools.

3.8 Rights in Inputs and Outputs. You warrant that you have all rights, permissions and authorisations needed for us and our AI Providers to process your Inputs as this Addendum and the Data Processing Addendum describe. AI Features are probabilistic technologies: Outputs may contain factual errors, omissions or bias, may be based on incomplete or out of date information, may be unsuitable for the particular circumstances, and may be similar or identical to Outputs generated for other customers. We do not warrant that an Output is unique, original, protectable by Intellectual Property Rights or non-infringing, and clause 11.4 of the Subscription Agreement does not apply to Inputs or Outputs.

4. Your responsibilities

4.1 Review every Output. AI Systems can produce Outputs that are inaccurate, incomplete, out of date, biased or inappropriate, and can produce confident statements that are wrong. You are responsible for reviewing an Output and deciding whether it is accurate and appropriate for the specific circumstances in which you intend to use it, before you rely on it, save it to a record, send it to an End Customer or act on it. Where you have enabled a feature that acts automatically under clause 2.2, you are responsible for its configuration and for reviewing its Outputs periodically instead. Outputs are not a substitute for a qualified technician’s judgement, and are not legal, financial, safety or professional advice.

4.2 Safety-critical decisions. Do not rely on an Output alone for any decision that affects vehicle safety, roadworthiness, compliance with a legal or manufacturer requirement, or a person’s safety. A qualified person must make those decisions.

4.3 Transparency obligations. Some laws require people to be told when they are interacting with an AI System or when AI has been used in a communication or decision affecting them, including Article 50 of the EU AI Act and certain US state laws. Each party is responsible for complying with the transparency, disclosure and notification obligations that apply to it in connection with its own provision, deployment or use of an AI Feature. We take the steps described in clause 2.3 and may implement further technical or product measures to support compliance. Where you use an AI Feature to communicate with End Customers, you are responsible for any notice that the laws applying to you as the deployer require, and your own privacy policy should describe your use of AI Features where Privacy Laws require it.

4.4 Use AI Features lawfully. You must not use an AI Feature to generate, facilitate or distribute content that is unlawful, defamatory, discriminatory or harmful, to make decisions about individuals that the law requires a human to make, or in breach of the acceptable use terms in the Subscription Agreement.

4.5 Minimise what you enter. Do not enter Sensitive Information (as defined in the Privacy Act 1988 (Cth), such as health information) or government identifiers, or information you are not entitled to share with us, into an AI Feature unless the feature is expressly designed to process that information and you have obtained any consent or other legal authority required under applicable Privacy Laws.

5. Our responsibilities

5.1 We design and operate AI Features having regard to applicable law and relevant Australian Government and OAIC guidance on responsible AI adoption and privacy, as updated from time to time, and we maintain processes designed to: (a) assess privacy and security risks before releasing an AI Feature; (b) test AI Features before release and monitor their performance in use; (c) keep a person in meaningful control of decisions, as described in clause 2.2; (d) tell you which features use an AI System; (e) select AI Providers with appropriate security, confidentiality and no-training commitments; and (f) provide a way for you to report an Output that is wrong or harmful.

5.2 We will not use AI Features to make decisions about you, your Users or your End Customers that could reasonably be expected to significantly affect their rights or interests without meaningful human involvement, and our Privacy Policy states the position on automated decision-making.

5.3 If we reasonably determine that an AI Feature presents a material and systemic risk of significant inaccuracy or harm, we may suspend, restrict, modify or discontinue the AI Feature and, where reasonably practicable, will notify Customers we reasonably consider to be affected.

6. Warranties and liability for AI Features

6.1 AI Features are provided as part of the Service under the warranties in clause 10 of the Subscription Agreement. Because of the nature of AI Systems, we do not warrant that any Output will be accurate, complete, current or fit for a particular purpose, and clause 10.4 of the Subscription Agreement applies to Outputs.

6.2 The exclusions and limitations of liability in clause 11 of the Subscription Agreement apply to AI Features. Nothing in this Addendum excludes or limits any right you have under the Australian Consumer Law or other law that cannot be excluded.

6.3 To the extent permitted by law, we are not liable for loss to the extent it is caused by your failure to comply with clause 4 or by your use of an Output contrary to clause 4. This clause is subject to clause 6.2 and to clause 11 of the Subscription Agreement.

7. Beta and preview AI Features

7.1 We may release AI Features as beta or preview. These are identified as such in the Service. Clause 2.6 of the Subscription Agreement applies to them: they may change or be withdrawn, and are provided as-is beyond what the law requires. The data handling commitments in clause 3 of this Addendum apply to beta and preview AI Features in the same way as to released features.

8. Changes to this Addendum

8.1 We expect to add AI Features over time, in the categories in clause 2.1 and in new categories. Adding a new AI Feature, or a new category, is not a material change to this Addendum and does not require notice under the Subscription Agreement where the commitments in clause 3 and the human-acceptance rule in clause 2.2 continue to apply to it, although we will ordinarily describe new AI Features in the Service or in our help documentation. The following are always material changes, and clause 16.2 of the Subscription Agreement applies to them, including your right to terminate under clause 12.3 of the Subscription Agreement: (a) a change that weakens a commitment in clause 3, for example any proposal to use identifiable Inputs to improve AI Features; (b) an AI Feature that takes an action on a record or sends a communication to an End Customer without a User accepting its Output, unless you have chosen to enable that behaviour; and (c) an AI Feature designed to process Sensitive Information.