Artificial Intelligence Use Policy

This Artificial Intelligence Use Policy ("AI Policy") governs the use of AI-powered features within the Response Finance platform ("Platform") by organizations ("Customer") and their authorized users. It is designed to ensure responsible, transparent, and compliant deployment of AI tools in the context of federal government contract administration, FEMA Public Assistance, DCAA compliance, and related financial operations.

This policy applies to all AI features accessible within the Platform, including but not limited to: AI receipt parsing, natural language querying, anomaly detection, vendor risk scoring, compliance scoring, and predictive budget analytics.

• AI Receipt Parser

  OCR-based extraction and FAR/DCAA cost category classification from uploaded receipts and invoices.

• Natural Language Query

  Plain-English querying of contract, transaction, and compliance data.

• AI Anomaly Detection

  Statistical and model-based identification of potentially non-compliant or unusual transactions.

• Vendor Risk Analyzer

  AI-generated risk scores based on transaction history, MCC codes, and vendor category patterns.

• AI Compliance Scoring

  Per-transaction and per-contract reimbursability confidence scoring based on applicable FAR/agency rules.

• Budget Forecasting & Predictive Analytics

  AI-generated cash flow and budget burn rate projections based on historical spend patterns.

Specific data handling commitments:

• Contract data, transaction records, and uploaded documents are processed exclusively on U.S.-hosted servers.
• AI inference calls are made to U.S.-region API endpoints only.
• No personally identifiable information (PII) from your organization is shared with AI model providers beyond what is required for inference.
• AI outputs (scores, summaries, classifications) are stored in your organization's isolated data partition and are not accessible to other customers.
• You may request deletion of all AI-processed data at any time via privacy@responsefinance.net.

Response Finance AI features are designed to support — not replace — the contractual and regulatory obligations of federal contractors. Customers acknowledge:

• AI-generated compliance scores and recommendations are advisory only and do not constitute legal or accounting advice.
• Customers remain solely responsible for all certifications, representations, and submissions to federal agencies.
• AI outputs should be reviewed by qualified personnel before use in any official filing, audit package, or federal submission.
• Use of AI features does not alter any obligations under FAR 52.215-2, DCAA audit requirements, OMB Circular A-133, or applicable grant terms and conditions.

For customers operating in or contracting with entities in the European Union, Response Finance AI features are designed consistent with the EU Artificial Intelligence Act (Regulation 2024/1689):

• AI features are classified as Limited Risk under the EU AI Act taxonomy (financial analytics tools, not high-risk per Annex III).
• Transparency: Users are always informed when AI-generated content or scores are presented.
• Human oversight: All AI outputs are subject to human review before actionable decisions are made.
• No biometric identification, social scoring, or real-time remote surveillance AI is used.

Response Finance references the NIST AI RMF (NIST AI 100-1) for internal AI governance:

• Govern: AI use is governed by this policy, reviewed annually, and approved by organizational leadership.
• Map: AI features are mapped to specific use cases with documented data flows.
• Measure: AI model outputs are monitored for accuracy, drift, and fairness on a quarterly basis.
• Manage: Incidents involving AI errors are tracked, triaged, and reported to affected customers.

Before enabling AI features, Customer's authorized administrator must confirm:

1. The organization has reviewed this AI Use Policy and accepts its terms.
2. The organization has assessed any contract-specific restrictions on AI tool use.
3. Appropriate personnel will review AI-generated outputs before use in official submissions.
4. The organization will maintain an internal log of AI-assisted decisions for audit purposes.

Enabling AI features in the platform Settings constitutes acceptance of these requirements on behalf of your organization.

This policy is reviewed annually or when significant changes to AI feature capabilities occur. Customers will be notified of material changes via email at least 30 days before they take effect.

For questions about this AI Use Policy, contact: privacy@responsefinance.net