How Calceum uses AI

This notice explains where and how Calceum Limited (“Calceum”) uses artificial intelligence in its software, and how we keep a human in control. It is transparency information: reading it does not require you to agree to anything, and using AI features is not based on your consent. Where AI processes the personal data of a practice’s clients, the practice is the data controller and Calceum acts as a processor on the practice’s instructions.

Where we use AI

Calceum uses AI to help deliver and improve the software. The main uses are:

• Assistants (chat). In-product assistants in the practice app and the client portal help you find information, draft text, and navigate tasks.
• Transaction categorisation. AI suggests categories for bookkeeping transactions.
• Document reading (OCR). AI extracts text and fields from documents you upload.
• Meeting notes. Where you use meeting recording, AI produces transcripts and summaries.

Some further AI features (for example agentic workflows such as drafting emails or analysing documents) are in development. This notice will be updated before they are switched on for you.

A human stays in control

AI in Calceum assists people; it does not replace professional judgement. We do not make decisions that produce legal effects, or similarly significant effects, about you by solely automated means (UK GDPR Article 22). AI outputs, such as suggested categories or drafted text, are there for a person to review, edit, and approve. Where professional services are provided to you, they come from your accounting practice, not from Calceum, and the AI is a tool the practice uses.

AI can make mistakes. Outputs may be inaccurate or incomplete and should not be relied on as accounting, tax, legal, or financial advice. You and your practice remain responsible for checking information before it is used or submitted.

The providers we use

We use specialist providers to run these AI features, under written data-protection terms. They currently include AWS (Bedrock) for inference and transcription, Mistral AI for categorisation and document OCR, and Recall.ai for meeting transcription. The current, named list of every provider, with regions, is our single source of truth: calceum.com/policies/sub-processors. Your data is hosted in the United Kingdom and protected by encryption and access controls.

We do not use your data to train third-party models

We do not permit your personal data or your content to be used to train our providers’ AI models. Our providers process your data only to deliver the feature to you, on our and your practice’s instructions, and not for their own purposes.

Roles and your rights

For personal data processed by AI in the apps and portal, your practice is the controller and Calceum is the processor; the AI operates on the practice’s instructions and is covered by the data-processing terms between Calceum and your practice. To exercise your data-protection rights, including asking about automated processing, contact your practice in the first instance; Calceum will assist. For data Calceum handles as a controller in its own right (for example website use or if you contact Calceum support), see the Privacy Policy.

Contact

For anything about how AI is used with your data, contact your accounting practice first. For Calceum’s own handling, email privacy@calceum.com. Calceum Limited is registered with the Information Commissioner’s Office (registration number ZC156359).