1. Scope of Service
The Service: Mentology PA ("the Service") is an AI-powered executive assistant engine that performs operational support tasks on the Subscriber's behalf, including but not limited to email triage and drafting, calendar and logistics management, invoice and expense extraction, travel coordination, and phone answering with SMS logging (text-only call outcomes).
The Vessel: The Service acts strictly as an automated assistant. It operates via generative computer programs and large language model technology, and possesses no independent judgment, professional qualification, or decision-making authority. The Subscriber acknowledges that generative AI systems have inherent technical limitations and may occasionally produce inaccurate, incomplete, or erroneous outputs (including in drafted correspondence, calendar logistics, or ledger entries).
The User (Subscriber): The Subscriber retains sole and final responsibility for reviewing, approving, and acting upon any output, draft, or record produced by the Service before it is sent, filed, relied upon, or acted upon in any way.
Age & Authority Restriction: This Service is restricted to users 18 years of age or older, acting either as an individual professional or as an authorised representative of a registered business entity.
Professional Disclaimer: The Service is an operational productivity tool. It is not a licensed accounting, bookkeeping, legal, tax, financial advisory, or business consulting service. Any financial, ledger, correspondence, or document outputs generated by the Service are provided for operational convenience only and do not constitute professional accounting, legal, tax, medical, or financial advice. The Subscriber is solely responsible for verifying accuracy before relying on any such output for compliance, filing, payment, or legal purposes.
Document drafting (intern model): When the Subscriber uploads their own document template into their connected cloud folder and asks the Service to draft into that template from a transcript or other source the Subscriber supplies, the Service acts only as a drafting intern. Mentology does not supply industry-specific templates, does not originate professional document formats, and does not claim domain expertise in any profession. Every such output is a draft only and must never be treated as a finished professional instrument.
Client review duty for drafted documents: The Subscriber must complete a professional review, then edit and take ownership of any PA-drafted document or email before it is used, sent, filed, or relied upon. Every PA-drafted document carries the marker “Drafted by PA, requires professional review before use.” The interface requires an explicit confirmation step before a draft is saved as a Gmail draft or written to the Subscriber's Drive folder. That confirmation does not constitute professional sign-off; the Subscriber remains solely responsible for the adequacy of the finished work.
No warrant of professional adequacy: Mentology does not warrant the accuracy, completeness, or professional adequacy of drafted content beyond the grounding discipline (content must come from the Subscriber's supplied source material; gaps are flagged rather than invented). Incomplete or incorrect drafts remain the Subscriber's risk to catch in review.
Execution Guardrails: The Service operates under strict, non-negotiable execution limits: it may draft correspondence and documents but will never send any communication or finalise any document without explicit Subscriber approval; Gmail drafts and Drive document writes require an explicit Prepare confirmation in the console; it may search and present travel options but will never book, pay, or hold spending authority; it may flag items for deletion or archiving but will never permanently delete any message or record without explicit Subscriber confirmation.
2. Data Sovereignty & Third-Party System Access
Privacy & Automated Processing Disclosure: In accordance with the Australian Privacy Principles (APPs) regarding automated data processing, the Subscriber acknowledges and consents to their operational data (including email content, calendar data, and financial records) being processed in real time by automated computer programs and large language model algorithms, solely for the purpose of performing the Subscriber's requested tasks.
Two-Tier Data Model: The Service distinguishes between two categories of data. Operational data — configuration settings, task queues, and ledger records generated by the Service — is stored within Mentology's own secure infrastructure. Business files — documents, records, and materials uploaded or referenced by the Subscriber for the Service to work from — remain in the Subscriber's own connected cloud storage account (e.g. Google Drive, Microsoft OneDrive) at all times and are never duplicated into or permanently stored on Mentology's systems.
Mentology does not host client or organisation working files: the Subscriber's business documents remain in the Subscriber's own cloud storage as the system of record. Mentology stores metadata and pointers only in its operational vault (Data Tier 1).
Revocable Third-Party Access: The Subscriber grants the Service access to specific third-party systems (which may include email, calendar, cloud storage, and web search) on an opt-in, per-system basis during setup. This access may be revoked by the Subscriber at any time. The Subscriber acknowledges and agrees that revoking access to any connected system is an intentional design feature of the Service: upon revocation, the Service will immediately and permanently lose the ability to read, write, or otherwise act upon data in that system, and any task dependent on that access may fail or be left incomplete. This is not a fault or defect of the Service.
The Right to Erasure: The Subscriber retains the right to request deletion of all operational data held within Mentology's systems at any time via the account deletion function. Once triggered, this deletion is irreversible and operational data is permanently expunged from Mentology's active systems. As business files are never stored on Mentology's systems in the first instance, no separate deletion action is required for those files — the Subscriber retains full control of them at all times via their own cloud storage account.
Algorithmic Accuracy & Limits: Outputs generated by the Service (including drafted correspondence, ledger entries, calendar changes, and phone/SMS log summaries) are generated by automated pattern-based systems and do not constitute verified, binding, or officially recorded business, financial, or legal data.
Security & Ring-Fencing: Operational data processed by the Service is not transmitted to, shared with, or used by external third-party models for public model training, fine-tuning, or external data harvesting. All processing occurs through isolated, secure cloud architecture.
3. Intellectual Property
Subscriber Ownership: The Subscriber retains full and absolute ownership of all business data, files, correspondence content, and records processed by or accessed through the Service, regardless of where that data resides.
System Licence: The Subscriber is granted a non-exclusive, non-transferable, revocable licence to use the Mentology PA platform and interface for personal or authorised business use. The Subscriber acquires no ownership rights, copyright, or intellectual property claim over the underlying Mentology PA software, system architecture, or proprietary automation logic.
Data Scraping Prohibition: The Subscriber is prohibited from using automated software, crawlers, scrapers, or data-mining tools to extract or harvest outputs from the Service for any external purpose, including training secondary AI models.
4. Ethical Conduct
Usage Constraints: The Service must be used solely for its intended purpose of operational and administrative support. The Subscriber agrees not to use the Service to generate defamatory, abusive, fraudulent, or illegal material or correspondence.
Reverse-Engineering & Exploitation Guardrails: The Subscriber is prohibited from attempting to reverse-engineer, decompile, or bypass the security parameters of the Service, including any attempt to use prompt-injection, jailbreak techniques, or adversarial instructions to bypass its safety or operational guardrails.
Termination: Mentology reserves the right to unilaterally suspend or terminate a Subscriber's access, and to revoke all associated system keys, immediately upon a material breach of this Agreement's ethical, security, or intellectual property terms.
5. Dispute Resolution
Good-Faith Resolution First: In the event of any disagreement, misunderstanding, or dispute arising out of or relating to this Agreement, both parties agree to first make a genuine, good-faith attempt to resolve the matter informally through direct discussion before pursuing formal action.
Escalation: If a dispute cannot be resolved informally within a reasonable period, either party may pursue formal mediation, arbitration, or other legal remedies available under Australian law, except where urgent interlocutory relief is required to protect intellectual property or data security.
6. Billing & Cancellation
Card on file: Paid access, including the 14-day free trial, is billed through Stripe. Card details are collected at checkout. The trial does not charge Standard or Executive Tier fees until the trial period ends.
Cancellation: The Subscriber may cancel the trial or subscription at any time via the Mentology PA billing page (/billing) using their Paid Access Key and the email used at checkout, or via Master Admin. Cancellation takes effect immediately: Stripe will not invoice the card, and the Paid Access Key is revoked.
No charge after cancel: Canceling during the trial period means the Subscriber will not be billed the Standard Tier ($29 AUD/month) or Executive Tier ($290 AUD/year) amount that would otherwise apply when the trial ends.
