AI Use Policy

AI does the busywork. People make the decisions.

Last updated: November 6, 2026

1. What AI does in Cerebro

• Answers questions about your own books, documents, invoices, deadlines and appointments (Proxy).
• Reads receipts and documents you upload to pull out amounts, dates and vendors, and suggests a category for transactions.
• Searches your own uploaded documents so Proxy can answer from them.
• Listens and talks, if you choose: you can speak to Proxy and hear its answers. Speech recognition (Whisper) and the voice (Kokoro) run on your own device, so your audio isn't sent anywhere — only the transcribed text goes to Proxy.
• Drafts text, such as reminders, summaries, and plain-language explanations of tax rules.
• Flags things worth a look, such as a deadline coming up or a change on an IRS or Florida Department of Revenue page we watch.
• Some checks, such as month-end reconciliation and ledger balancing, are ordinary arithmetic rules, not AI.

2. Where a person stays in charge

• Tax returns and filings prepared by ProxemiCap are prepared and reviewed by a ProxemiCap professional. AI never signs or files anything.
• Closing a month is done by a person after reviewing the checks.
• When Proxy relies on a tax or compliance rule, that rule was reviewed and approved by ProxemiCap before Proxy could use it. Unreviewed news is never treated as a rule.
• Any email ProxemiCap sends to prospects is reviewed and approved by a person before it goes out.
• AI-suggested categories and extracted receipt values can be edited by you at any time, and your accountant can correct them.

3. What the AI will never do

• Move money, pay bills, or change your bank connections.
• Give personalized investment advice or make trades on your behalf.
• Make decisions about your credit, employment, housing or insurance.
• Sell your data, use it for advertising, or let our AI providers train their models on it.
• Pretend to be a human. Proxy always identifies itself as an AI assistant.

4. AI can be wrong

• AI can misread a receipt, misunderstand a question, or state something confidently that is incorrect. Proxy's answers are general information, not tax, legal, accounting or investment advice for your specific situation.
• Before acting on anything important, check it against your records or ask your ProxemiCap professional. Where it can, Proxy tells you which record or document an answer came from so you can check it.

5. Your data and AI providers

• To do a task, we send only what that task needs to our AI providers (Anthropic and Groq) and, for document search, to Voyage AI. These providers process data under business/API terms that state API data is not used to train their models.
• Document search is limited to your own account. Other clients' data is never used to answer your questions, and yours is never used to answer theirs.
• Proxy treats the text inside documents, receipts, emails and web pages as information, never as instructions. If a file or message tries to give Proxy hidden instructions, Proxy ignores them and our team is alerted to review it. Sensitive numbers such as Social Security, card and bank account numbers are masked in Proxy's replies and in our logs.
• See our Privacy Policy for the full list of providers and how long data is kept.

6. Your choices

• Using Proxy is optional. You can do everything in Cerebro without it, or ask a ProxemiCap professional instead.
• You can ask for a person to review any AI result that affects your books or taxes.
• If an AI answer looks wrong, use Report an Issue in Cerebro or email info@proxemicap.com. We review these reports and use them to fix our rules and prompts.

7. Fair-use limits

• To keep the service fast and costs predictable for everyone, AI features have generous daily and monthly limits per account. If you reach one, Cerebro tells you when it resets. Email us if your business needs more.

8. Changes and contact

• We will update this policy as our use of AI changes and post the new date above. Questions? Contact ProxemiCap LLC at info@proxemicap.com.