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AI TRANSPARENCY NOTICE

How MacBusinessSuite uses artificial intelligence — and what that means for you

Effective Date: August 2026

Provider:
DigitalFreedom
A brand of DigitalFreedom Global LLC
30 N Gould St, Ste N
Sheridan, WY 82801
United States
Contact: hello@digitalfreedom.co.za
Data protection: data-protection@digitalfreedom.co.za
Website: https://digitalfreedom.co.za

0. SCOPE AND PURPOSE

This Notice describes — in plain language — how MacBusinessSuite uses artificial-intelligence (AI) systems, what that means for your data, and how to opt out where applicable.

It is designed to satisfy:

• Transparency obligations under Art. 13 / 14 GDPR
• Article 50 of the EU AI Act (Regulation (EU) 2024/1689) — transparency duties for providers and deployers of certain AI systems, applicable since 2 August 2026 (Art. 113(b)). Art. 50 is not the general-purpose-AI provision: the GPAI obligations sit in Chapter V, Art. 53 to 55.
• Art. 13(2)(f), 14(2)(g) and 15(1)(h) GDPR — meaningful information about the logic involved in automated decision-making. Art. 22 is a separate matter: it grants a right not to be subject to a solely automated decision with legal or similarly significant effect, which is not an information duty.
• the OECD AI Principles and UNESCO Recommendation on the Ethics of AI as best-practice references
• platform-store policies (Apple, Google) on AI feature disclosure

The Services are distributed via the Apple App Store and the Google Play Store and are therefore available in every country and territory those platforms serve. This Notice applies globally. The Provider applies the EU AI Act framework as a baseline. Local AI-disclosure rules are assessed where they apply and are named only once that assessment has been made — a general claim of compliance with regimes such as the Chinese Interim AI Measures or Brazil’s PL 2338/23, a bill that is not in force, would assert more than has been examined. Where a market is deselected, its rules do not arise at all; see the market decisions in the product profile.

1. WHERE AI APPEARS IN MacBusinessSuite

MacBusinessSuite offers optional assistance for activity descriptions, receipt fields, mail texts and ticket drafts. For activity descriptions, you choose Apple on-device assistance or OpenAI. It is off by default. The app never switches to OpenAI automatically if Apple assistance is unavailable or fails. The app is intended for adults aged 18 and over under its Terms; it asks no separate age question and does not verify age.

Additional Apple on-device suggestions. The app can propose receipt fields from recognized document text, mail bodies from the document kind, number, language, subject and current body, and ticket titles and descriptions from text selected through the macOS Services menu. These suggestions require Apple mode to be selected and available. They never use OpenAI or another external fallback.

On-device machine learning that is not this feature. Document recognition in the inbox uses Apple’s text-recognition framework (Vision), which runs entirely on your Mac: it is machine learning, but nothing leaves your device and no external provider is involved. Spell checking uses macOS’s own on-device checker. Tax determination and e-invoice validation run deterministically on your Mac. This Notice covers both generative modes above; the separate on-device recognition is described in the Privacy Policy.

Where the feature is active, the AI label is shown at the point of interaction so you know you are looking at machine-generated wording.

2. WHO PROVIDES THE AI

Apple on-device mode. On macOS 26 or later, on a compatible Mac with Apple Intelligence enabled and its model ready, the app can use Apple’s local language model through Foundation Models. The activity text and rewriting instruction are processed on your Mac; the app does not send them to Apple or another provider for this mode, and no API key is required. This is a local feature choice, separate from consent to an external transfer. Availability depends on the device, system, region, language and model readiness. If unavailable, you can keep your original wording or explicitly choose another mode; there is no automatic cloud fallback.

OpenAI mode. This explicitly selected alternative uses the OpenAI API (Responses API; model configurable by you, default gpt-4.1-mini). The rest of this section applies only to OpenAI mode.

The request is made under your own OpenAI account. MacBusinessSuite sends the text directly from your Mac to api.openai.com using the API key you created in your OpenAI account and saved in the app. That means:

The separate OpenAI consent screen repeats these points before the first external request is sent. Selecting Apple on-device mode does not grant OpenAI consent.

3. WHAT DATA GOES TO THE AI

In Apple on-device mode, the model processes activity descriptions, recognized receipt text, the mail context listed in § 1 or selected ticket text, together with the relevant instruction, entirely on your Mac. No text leaves the Mac for model processing. The following transmitted fields and exclusions apply only to activity-description requests. In explicitly selected OpenAI mode, the app sends to the OpenAI API:

• the activity description you typed — the text, exactly as you entered it;
• the model name you configured and a fixed rewriting instruction;
• the request is marked store: false and limited in output length;
• your API key, as the credential that authenticates the request to your account.

MacBusinessSuite does not automatically attach the following additional fields:

• your name, e-mail address or any identifier of you, your company or your Mac — the app assigns no user ID and adds no metadata about you;
• the project, the customer, the duration, the dates or any other field of the time entry;
• any document, invoice, catalogue, payment or contact data;
• anything from your camera, files or clipboard.

In OpenAI mode, the recipient also receives network information such as your IP address. Whatever you write into the description is part of the request. If you type a customer’s name, a person’s condition or other sensitive information, it is transmitted with the text. MacBusinessSuite does not scan the text for special categories of data and does not warn you; the only filter is what you decide to type. Do not include health data, data revealing a person’s beliefs, origin or similar special categories, or personal data of others that you are not entitled to pass on.

4. WHAT THE AI DOES WITH IT

Activity descriptions. The following steps apply to time entries:

• The selected model processes the text to return improved wording: locally on your Mac in Apple mode, or under your own OpenAI account terms in OpenAI mode (§ 2).
• The improved wording is shown to you for review, together with the original. Nothing is saved automatically. You can edit the suggestion, restore the original or discard the entry.
• When you confirm, MacBusinessSuite saves the text you confirmed as the note of the time entry — on your Mac, like every other time entry — and marks the entry as AI-assisted (§ 8). The original wording is not kept separately once you save.
• MacBusinessSuite keeps no log of requests or responses and sends no request without your action.
• If the request fails or the response is unusable, your draft stays unchanged and you can save it without AI.

Receipts, mail and tickets. Local suggestions populate editable fields; review and correct them before saving a receipt or ticket or sending a mail. A suggestion does not itself save the business record or send the mail. Receipt recognition and suggestions may remain in a local memory cache for reuse. Mail and ticket drafts allow restoring their previous text. These workflows do not use the time-entry original-text or storage rules above.

5. LIMITS OF AI

You should know:

• AI outputs can be wrong. Generative AI can produce inaccurate, biased, or misleading content. Verify before relying on AI outputs for decisions that matter.
• AI is not a professional. AI is not a lawyer, doctor, financial advisor, or therapist. For decisions in those domains, consult a qualified professional.
• AI does not understand context the way humans do. It can miss nuance, sarcasm, or specialised knowledge that is obvious to a human reader.
• AI can produce content that resembles real people. We do not intend AI to impersonate; if you encounter output that does, report it via support@digitalfreedom.co.za.

6. NO AUTOMATED LEGAL OR SIMILARLY SIGNIFICANT DECISIONS

MacBusinessSuite does not use AI to make decisions that produce legal effects on you or similarly significantly affect you (Art. 22 GDPR). Outputs are suggestions for your time entries, receipt fields, mail texts and ticket drafts; you decide what is saved or sent. No AI output influences your subscription, your access to the app or your data. MacBusinessSuite operates no accounts, so there is no account decision an AI could take.

If a feature ever introduces automated decision-making with legal or similarly significant effect, we will:

• update this Notice
• obtain the appropriate lawful basis (typically explicit consent under Art. 22(2)(c) or contract necessity under Art. 22(2)(a))
• provide meaningful information about the logic involved
• guarantee a right to human review (Art. 22(3))

7. OPTING OUT

You can use MacBusinessSuite without the AI feature. Everything else — including time tracking itself — works without it.

The mode selector starts at Off. Select Apple on-device assistance to enable local processing where available; select Off to disable it. OpenAI is a separate explicit choice and additionally requires both of the following:

• An API key is saved. Settings → Time tracking. Remove the key and no OpenAI request can be sent.
• The OpenAI consent is given. The app asks for it once before the first request, in a separate dialog. Withdraw it at any time under Settings → Legal & Privacy → Consents; withdrawal takes effect immediately and stops every further OpenAI request. It does not disable separately selected Apple on-device assistance.

Improvement runs only when you save a time entry with the selected mode active; you can save without AI at any time. A saved API key or previous OpenAI consent never enables OpenAI automatically. Switching modes does not transmit existing descriptions.

The same Apple mode selection enables the local receipt, mail and ticket suggestions when available. Off or OpenAI mode disables those local suggestions; OpenAI remains available only for activity descriptions. Switching modes does not process existing documents automatically.

8. AI-GENERATED CONTENT INDICATION

In the app. The improved wording is labelled as an AI suggestion in the time tracker until you save it, and the original text is shown alongside so that you can compare. When you save an entry whose wording came from the AI, MacBusinessSuite stores a durable “AI-assisted” marker on that time entry in your local database, so that the entry stays recognisable as machine-assisted wording afterwards — in the time-entry list and when it is billed.

Receipt, mail and ticket suggestions are identified in their forms. The persistent time-entry marker described above is not stored for those suggestions.

In exported artefacts. Art. 50(2) of the AI Act requires a machine-readable marking of synthetic output where technically feasible. The marker above is machine-readable inside MacBusinessSuite’s own data. It does not travel into every artefact derived from the entry: an invoice line, a PDF or an e-invoice generated from billed time carries the text you reviewed and confirmed, not a watermark or metadata flag for the AI origin of its wording. This limitation is stated here rather than glossed over; what you export is text you have checked.

Art. 50(4) concerns deepfakes — image, audio or video output resembling real persons, objects, places or events. MacBusinessSuite offers no such feature, so the paragraph is not engaged and no compliance with it is claimed. If one is ever added, this section is rewritten before it ships.

9. PROHIBITED INPUTS

You agree not to enter into the activity description, when OpenAI mode is active:

• personal data of others that you are not authorised to pass on to OpenAI;
• health data or other special categories of personal data (Art. 9 GDPR);
• text intended to make the model produce content that violates OpenAI’s usage policies or applicable law.

In OpenAI mode the app does not inspect your text for these categories; the request runs under your own OpenAI account, so OpenAI’s usage policies for that account apply to you directly. In Apple mode, process personal data only when you are entitled to do so and follow applicable law; choosing local processing does not remove your responsibilities for the data.

10. YOUR RIGHTS

MacBusinessSuite stores no AI inputs or outputs anywhere but on your Mac, and DigitalFreedom Global LLC holds none of them. Apple on-device mode creates no remote copy of the activity text through this app. In OpenAI mode, rights concerning any copy OpenAI holds under its retention policy are exercised against OpenAI under your own account. The general rights in the Privacy Policy apply to whatever DigitalFreedom Global LLC processes about you (for example a support request), and you may file a complaint with the data-protection supervisory authority of your habitual residence, place of work, or the place of the alleged infringement (Art. 77 GDPR).

11. TRANSPARENCY ABOUT MODEL CAPABILITIES

You select the mode in Settings → Time tracking. Apple on-device mode uses the local system language model; its capabilities can change with macOS and Apple’s model updates. OpenAI mode uses the model you configure (default gpt-4.1-mini); OpenAI publishes its capabilities and limits. The app checks Apple model availability before use and does not substitute a cloud model. The version of this Notice, and the version of the consent you gave, are shown under Settings → Legal & Privacy. A change of default model, provider or retention terms is a material change (§ 13) and is presented to you before it applies.

12. INCIDENT REPORTING

If the AI returns wording that you consider harmful, defamatory, discriminatory or otherwise problematic, do not save it — restore the original — and report it via the support portal at https://support.apps.digitalfreedom.co.za or by e-mail to support@digitalfreedom.co.za with the output, the input that produced it (if you remember it) and the date and time. We review reports and may change the instruction the app sends or the default model.

13. CHANGES TO THIS NOTICE

We may update this Notice from time to time. Material changes (new AI provider, new high-risk AI feature, change in retention or training policy of the AI provider) are notified at least 15 days before they take effect. The “Effective Date” at the top reflects the latest revision.

14. CONTACT

DigitalFreedom
A brand of DigitalFreedom Global LLC
30 N Gould St, Ste N
Sheridan, WY 82801
United States

AI questions: support@digitalfreedom.co.za
Data protection: data-protection@digitalfreedom.co.za
General: hello@digitalfreedom.co.za
Website: https://digitalfreedom.co.za

(c) 2025-2026 DigitalFreedom Global LLC. All rights reserved.