1. What this notice covers
This notice explains how DocRide uses AI-assisted features in its occupational health and safety management platform. It applies to AI-assisted document generation, risk assessment drafting, safe system of work drafting, audit support, compliance suggestions, performance analysis and learning recommendations.
2. Current AI provider
DocRide currently uses Google Gemini to support AI-assisted functionality. We may change or add AI providers in the future and will update our Subprocessor Policy where required.
Customer content submitted through DocRide is not used to train Gemini's general AI models.
3. Data processed by AI features
AI features may process:
- user prompts and instructions;
- selected risk assessments, method statements, safety plans, audits, inspection records and OHS documents;
- business/site context entered by users;
- incident, competence, training or performance information selected by users;
- AI-generated drafts, summaries, recommendations and reports;
- user edits, approvals and saved outputs.
4. Human review is mandatory
AI outputs are drafts and decision-support materials only. They must be reviewed by competent human users before being used, issued, approved, signed off or relied upon.
Users remain responsible for checking whether outputs are accurate, complete, site-specific, proportionate, current and legally appropriate.
5. No legal, consultancy or compliance guarantee
AI-assisted DocRide outputs do not constitute:
- legal advice;
- health and safety consultancy;
- engineering advice;
- medical advice;
- regulatory approval;
- a guarantee of legal compliance;
- a guarantee that all hazards or risks have been identified;
- a guarantee that risk has been eliminated or reduced so far as reasonably practicable.
6. No solely automated decisions
DocRide does not currently make solely automated decisions about individuals. The platform may display performance records, activity records, training records, competence records and sign-off records, but these are intended for human review and should not be used as the sole basis for decisions materially affecting individuals.
7. Customer responsibilities
- Do not enter unnecessary personal data into prompts.
- Do not upload excessive medical, sickness or occupational health data.
- Review and edit all AI outputs before use.
- Ensure outputs are assessed by competent persons.
- Maintain worker consultation, risk assessment and OHS legal compliance processes outside the AI tool.
- Do not use AI outputs as a substitute for professional advice where advice is required.
8. Monitoring and improvement
We may monitor AI feature performance, error patterns, usage levels and safety controls to improve reliability, prevent misuse and maintain service quality. Where possible, improvement analysis is performed using aggregated or anonymised data.