AI Usage Policy

Effective: 31 August 2026
Last updated: 31 August 2026

This AI Usage Policy explains how Instant Strata uses artificial intelligence (AI), what that means for you, and what you must do before you rely on, approve, or save anything AI has produced.

It sits alongside our Terms and Conditions and Privacy Policy. By creating an account or using Instant Strata, you agree to this policy as well.

This policy is written in plain English for an Australian product. It is not legal advice. Have your own adviser review it if you need advice for your organisation.

1. The short version

Instant Strata uses AI. AI is there to help you, not to replace you.

AI can search records, read documents, summarise information, extract details, draft content, and suggest next steps. It can be incomplete, outdated, misleading, or wrong.

You are responsible for every AI-generated action and every piece of AI-generated data you use.

Before you approve, save, send, file, or otherwise rely on anything produced with AI, you must:

read it
check it against the scheme’s records and the relevant facts
make sure you understand it
be comfortable that it is accurate, appropriate, and authorised
change it if it is not

If you are not comfortable, do not approve or save it.

A human with the right permission must still approve before Instant Strata takes an action that is not a simple search, lookup, or fetch. That approval is yours. Instant Strata does not make committee decisions, statutory filings, or professional judgements for you.

2. Who we are

Instant Strata (we, us, our) operates the Instant Strata platform at app.instantstrata.com.au. We are based in Australia.

These rules are governed by the law of New South Wales, Australia, in the same way as the Terms.

For our current legal entity name, ABN, and registered office, email privacy@instantstrata.com.au.

3. Why we publish this policy

Australian practice for AI-powered products is to be clear with people when they are using AI, when content has been generated or modified by AI, and who remains accountable for the result.

This policy is designed to align with that practice, including:

Australia’s AI Ethics Principles (human-centred values, transparency, contestability, and accountability, including meaningful human oversight)
the Voluntary AI Safety Standard and later Guidance for AI Adoption from the Department of Industry, Science and Resources, in particular informing end-users about AI-generated content and keeping a person in control of consequential steps
DISR guidance on being clear about AI-generated content
the Australian Consumer Law, which already applies to AI-enabled services (there is no AI carve-out)
the Privacy Act 1988 (Cth) and the Australian Privacy Principles, including when prompts or scheme excerpts are processed by providers outside Australia

We are not a government agency and this is not a Commonwealth AI transparency statement. It is our customer-facing account of how AI works in Instant Strata and what we expect of you.

4. What Instant Strata uses AI for

Depending on your plan and permissions, AI may be used to:

Onboard a scheme: read uploaded minutes, rolls, or other documents and suggest plan numbers, addresses, lots, entitlements, and related details
Search and retrieve: find scheme records, answer questions from documents you are allowed to see, and fetch figures or files
Read documents: extract text, tables, and structured fields from PDFs and images (for example invoices, meeting papers, insurance schedules)
Summarise: condense meeting papers, quotes, reports, correspondence, and legislation excerpts
Draft: suggest notices, minutes, motions, replies, broadcasts, agendas, and similar working text
Classify and triage: tag incoming messages, flag possible abuse, or suggest a domain (maintenance, levies, meetings, and so on)
Suggest next steps: propose tasks, comparisons, or pre-filled forms for you to review

We may add or change AI features. Where a change is material, we will update this policy and give reasonable notice where we can.

AI features may use:

the prompt or instruction you (or your authorised users) enter
scheme documents and records you have stored
retrieved excerpts needed to answer the request
product context such as the current scheme, lot, or workflow

5. AI helps. It does not replace you.

Instant Strata is software for people who run Australian strata schemes. AI is an assistant inside that software.

AI does not:

act as the owners corporation, body corporate, strata company, or strata manager
replace a committee resolution, a manager’s appointment, or a vote
give legal, financial, tax, insurance, or statutory advice
decide what the law requires for a particular scheme
take responsibility for records you file, notices you send, or money you move

You (and the organisation you act for) remain the decision-maker. If a suggestion looks convenient, that is not the same as it being correct. Strata work has legal consequences for owners, committees, and managers. Those consequences stay with the humans who approve the work.

Use AI to save time on first drafts, extraction, and search. Do not use it as a substitute for your professional judgement, your knowledge of the scheme, or advice from a solicitor, accountant, or other qualified person where that is what the situation needs.

6. Your obligation to review

This is the core of this policy.

It is your obligation and your responsibility to understand and review all AI-generated actions and all data produced through AI processing. You must be satisfied with them before you approve or save.

That includes, without limitation:

suggested scheme identity (plan number, address, jurisdiction)
extracted lots, unit entitlements, owners, and contacts
drafted notices, minutes, motions, replies, and broadcasts
suggested quotes, work orders, levy figures, and certificate contents
summaries that you might forward or file
any other field, document, or action Instant Strata marks as AI-assisted

Before you approve or save, you should be able to say yes to all of the following:

I have read the AI output (not only skimmed the heading).
I have checked it against source documents or scheme facts I trust.
I understand what approving or saving it will do.
I am comfortable that it is accurate enough for this use.
I have changed anything that is wrong, missing, or not authorised.
I have any committee, manager, or professional approval this situation requires.

If you cannot say yes, stop. Edit the output, ask a person, or do the step without relying on the AI suggestion.

If you choose to approve or save after that review, that use is yours. Instant Strata did not make the decision. You did.

Do not present AI-generated content to owners, committees, regulators, or counterparties as independently verified unless a human has actually verified it.

7. Human approval before actions

We will always require a person with the right permission to approve before Instant Strata takes an action that is not a simple search, lookup, or fetch.

Approval is required before, for example:

sending a notice, email, broadcast, or other outgoing communication
creating, changing, filing, or deleting scheme records
saving onboarding details extracted from documents
approving quotes, work orders, invoices, or payments
issuing levies, certificates, or formal notices
lodging or submitting documents
any other step that changes data, creates an obligation, or has an effect in the real world

Approval is not required for read-only steps, for example:

searching scheme documents
looking up a lot, owner, meeting, or record
fetching a dashboard figure, report, or file you are already allowed to see

A search, lookup, or fetch still respects your login and scheme permissions. It does not by itself change records or send anything.

Read-only AI output can still be wrong. Do not rely on it for a statutory or financial decision until you have checked it.

8. Limits of AI

AI-generated content can:

miss a statutory requirement or misstate a by-law
use the wrong scheme, lot, or owner
invent details that look plausible (sometimes called hallucination)
be based on incomplete, poorly scanned, or out-of-date documents
reflect bias in source material
be unsuitable for a particular jurisdiction (Instant Strata is NSW-first; other Australian jurisdictions may differ)

We do not warrant that AI output is correct, complete, current, or suitable for a statutory, financial, or legal purpose.

Confidence language in the product (for example a score or a “looks complete” hint) is a product aid only. It is not a guarantee and it does not reduce your review duty.

9. How AI processing uses information

If you enter a prompt or ask Instant Strata to search, summarise, extract, or draft from scheme records, relevant excerpts and the prompt may be sent to an AI provider to generate a response.

Those providers may process data outside Australia. The Privacy Policy explains overseas disclosure, subprocessors, and what we do not allow (including that we do not permit providers to use identifiable customer scheme records to train their public models).

Do not put information into a prompt that you are not allowed to share with those processors. Do not upload documents you are not entitled to hold.

Prompts, retrieved text, drafts, and the fact of an approval or rejection may be stored as part of the scheme’s audit trail.

10. Onboarding and first-time setup

The first-scheme setup flow uses AI. If you upload meeting minutes or other documents, Instant Strata may extract and suggest scheme details, lots, and entitlements.

Those suggestions are a starting point only. You must review every suggested field and every extracted lot before you register the scheme or save the data. If an extraction looks wrong, correct it. If you are not sure, type the details yourself.

Starting setup means you understand that AI will be used in that flow and that review remains your job.

11. Australian Consumer Law

Nothing in this policy excludes, restricts, or modifies any consumer guarantee, right, or remedy you have under the Australian Consumer Law or any other law that cannot be excluded.

If you acquire Instant Strata as a consumer, our services come with guarantees that cannot be excluded. The Terms describe how those guarantees apply, including any limit of liability that the law allows.

This policy is meant to set honest expectations about AI. It does not let us avoid liability the law says we cannot avoid. It also does not transfer to Instant Strata the statutory duties of a strata manager, committee, or owners corporation.

12. Your organisation’s duties

If you use Instant Strata for an organisation, you must make sure authorised users understand this policy.

In particular, a strata manager, committee member, or other authorised user who approves AI-generated content is acting for that organisation. Train your people to review before they click approve or save. Do not treat a fast AI draft as an official record until someone accountable has checked it.

You remain responsible for complying with strata law, privacy law, and your appointment or committee role. Instant Strata supplies the tools. It does not take over those duties.

13. Changing this policy

We may update this AI Usage Policy. We will publish the new version at /legal/ai-usage and update the “Last updated” date.

If a change is material, we will give at least 30 days’ notice (for example by email or an in-product message) where it is reasonable to do so. If you do not agree, you should stop using Instant Strata and ask us to close your account before the change takes effect.

The current version always appears at /legal/ai-usage.

14. Contact

Instant Strata
Email: privacy@instantstrata.com.au
Platform: app.instantstrata.com.au