Effective date: September 17, 2026 • MinuteKeep, 2 Simcoe Street South, Oshawa, Ontario, L1H 8C1
This AI Disclosure & Disclaimer explains how MinuteKeep (the "Service") uses artificial intelligence, what data is sent where, and the limits of what AI output can be relied on for. It forms part of, and is incorporated into, the Terms of Service.
AI output is not legal advice, is not verified, and can be confidently and completely wrong. Large language models generate plausible-sounding text. They can invent statutory provisions, misstate deadlines, cite requirements that do not exist, and omit requirements that do. Nothing an assistant tells you may be relied on. Verify everything, and obtain advice from a qualified lawyer for anything that matters.
The text of the documents the Service produces — resolutions, minutes, registers, certificates, by-laws, consents, and the other minute book contents — is generated by deterministic templates filled in from the records in your account. The same inputs produce the same document text. No language model writes, drafts, edits, or rephrases the operative text of your legal documents.
This is a deliberate design decision. It does not mean the documents are correct. Templates can be wrong, can be inappropriate to your situation, and can become outdated — see Terms, Sections 3 and 5.
| Feature | What the AI does | Who can use it |
|---|---|---|
| Setup assistant (pre-signup) | Answers questions about the setup wizard, jurisdictions, and what a minute book is, for visitors who have not yet created an account | Anyone visiting the site |
| In-application assistant | Answers questions about using the Service and about corporate compliance concepts | Signed-in users |
| Resolution assistant | Interprets a plain-language description of an event and suggests which resolution template may fit; opens a pre-filled form | Signed-in users |
| AI-assisted PDF organization (limited pilot) | Processes one PDF selected by the owner, up to 10 MiB and 50 pages, and suggests one existing minute-book section; it does not move the file | One designated internal test owner, for explicitly approved corporations only |
| Bug report triage | Summarizes and analyzes submitted bug reports for our internal review | Internal use only |
AI may also be used in the future for other supporting features. Where a feature is AI-assisted, this Policy applies to it whether or not it is listed above.
You should expect, and guard against, the following:
Other PDFs and Corporate Data in your account are not included merely because you open the Files page. The AI-organization action sends the PDF you selected, which may itself contain Corporate Data or Third-Party Personal Information. Do not use it for a client or third-party document unless you have authority for that processing.
We also use AI providers internally — for example, to analyze aggregate, anonymized product metrics and to draft our own marketing copy. No personal information and no Corporate Data is included in those internal uses.
The selected PDF used for AI organization is transmitted to and processed by Anthropic PBC. Assistant text is processed by Anthropic PBC and, where configured as a fallback for those assistant features, OpenAI, L.L.C. These are United States entities, and processing may occur outside Canada. We do not guarantee a particular processing location. See Sub-processors and Privacy Policy, Section 8. We may change AI providers at any time without notice.
Assistant conversations are stored in our database, including conversations with visitors who have not created an account, which are keyed to an anonymous session identifier rather than to a person. We review them to improve the Service and to detect abuse. Retention periods are in Privacy Policy, Section 9.
The suggested section and evidence output are transient in MinuteKeep: they are discarded on navigation or refresh and are not saved as chat or suggestion history. The original PDF remains in the vault under its ordinary retention rules. Nothing moves unless the owner chooses File here; confirmation saves the selected binder section as ordinary file metadata. MinuteKeep records the owner's purpose-specific acceptance and may retain limited request-counter and lease metadata needed to operate and protect the feature.
For this pilot, MinuteKeep will use Anthropic's commercial API, submit the selected PDF only to obtain the requested section suggestion, and not opt the feature into provider model training or improvement. Anthropic states that commercial API inputs and outputs are not used to train its models by default unless the customer opts in. Its published standard API retention is up to 30 days, subject to documented exceptions for services with longer retention, a different agreement, Usage Policy enforcement, or law. The pilot will not be enabled until MinuteKeep has verified that its Anthropic organization and runtime configuration have no training opt-in and has approved and accurately published the current terms, retention, and processing-region facts in the Sub-processor list. See Anthropic's published commercial training policy and commercial retention policy, and our Data Processing Terms.
Do not enter into any assistant, or select for AI organization, anything you are not prepared and authorized to have transmitted to the applicable provider and potentially processed outside Canada. Do not submit Social Insurance Numbers or other government identifiers, health or biometric information, payment card or banking credentials, or passwords. For other confidential information belonging to a third party, submit it only if you have authority for that processing. Nothing you submit is privileged (Terms, Section 2.4).
We do not use AI or automated processing to make decisions about you that produce legal or similarly significant effects — no automated decisions about eligibility, pricing, creditworthiness, or account termination. Assistants provide information and suggestions; a human, meaning you, makes every decision. AI-assisted PDF organization never moves a file automatically: the owner must review the suggested section and choose File here, or use manual placement instead. Where AI is used internally to triage bug reports, it informs our review and does not determine any outcome affecting you.
AI-assisted PDF organization is optional for each PDF. The initial internal pilot is not available to other customers yet. Choosing Not now sends nothing. Manual placement remains available on Free and Pro.
An eligible owner can use Files & uploads > AI organization settings > Turn off AI organization to withdraw the saved permission used for future PDF reviews for that company. Turning it off does not change any file or manual placement. If the owner later chooses Organize with AI, MinuteKeep asks them to confirm again before the selected PDF is reviewed. This control is not a request to delete the original PDF or operational metadata and does not change provider handling that already occurred; the retention and provider terms in Sections 4.3 and 4.4 continue to apply.
AI-assisted features are part of the Service and are provided "AS IS" and "AS AVAILABLE," with all faults and without warranty of any kind. Without limiting Terms, Section 16, we make no representation, warranty, or condition that AI output is accurate, complete, current, reliable, consistent, appropriate to your circumstances, or fit for any purpose, or that AI features will be available or perform to any standard.
To the maximum extent permitted by law, we are not liable for any loss, damage, cost, or liability arising out of or in connection with any AI output, any reliance on it, any omission from it, any suggestion or routing it produced, or any unavailability or malfunction of an AI feature. Terms, Section 17 — including the exclusions and the aggregate liability cap — applies in full.
We may add, change, or remove AI features and providers at any time. Material changes to this Policy are notified in accordance with Terms, Section 22.1.
Questions: support@minutekeep.ca.