Projects Library

Projects Library - AI Disclaimer

Version 1.0
Last updated: September 2026

1. Introduction

This AI Disclaimer explains how artificial intelligence is used within Projects Library, its limitations, and Users' responsibilities when using AI-assisted features.

Projects Library is operated by:

EU Systems Ltd
Suite RA01, 195-197 Wood Street
London, E17 3NU
United Kingdom
Company number: 06956313
VAT number: GB 528 1369 81

This disclaimer should be read together with our Terms & Conditions, Privacy Policy and Acceptable Use & Security Policy.

2. How Projects Library Uses AI

Projects Library currently uses artificial intelligence for two principal purposes:

Chat Analysis - analysing conversation transcripts or similar text supplied by a User and identifying useful project information.

AI-assisted search - generating numerical representations known as embeddings to help locate relevant information within a Workspace.

AI is used to assist Users in organising and finding their information. It does not replace the User's responsibility for their projects, records or decisions.

3. Chat Analysis

Chat Analysis allows a User to submit a conversation or other supported text for analysis.

The feature uses a predefined process designed to identify potentially useful information such as:

  • decisions;
  • tasks and actions;
  • risks;
  • opportunities;
  • documents; and
  • links.

The current implementation sends the submitted content to an AI model through the Service's AI infrastructure for processing.

Users do not need to design or engineer AI prompts to use Chat Analysis.

4. AI-Assisted Search

Projects Library may use AI embeddings to support search and retrieval.

An embedding is a numerical representation generated from content that can help the system identify information that is conceptually related to a User's search rather than relying entirely on exact keyword matches.

This functionality is intended to help Users find information already associated with their Workspace.

AI-assisted search does not transfer ownership of Workspace Content to EU Systems or the AI provider.

5. Current AI Providers

Projects Library currently uses AI services through the Lovable AI gateway.

Based on the current implementation:

  • Google Gemini 2.5 Pro is used for Chat Analysis; and
  • Google Gemini Embedding 2 is used for AI-assisted search.

AI providers and models may change as technology, availability, commercial requirements or the Service develop.

Where a change materially affects the processing of personal data, our Privacy Policy and other relevant documentation will be updated as appropriate.

6. Customer Content and AI Training

Projects Library does not use Workspace Content submitted through the Service to train AI models.

The AI services currently used by Projects Library are paid AI services accessed through the Lovable AI gateway. Based on the applicable service arrangements for the current implementation, content submitted through these features is not used to train or improve the underlying AI models.

EU Systems has also configured available Lovable model-training controls consistently with this commitment.

AI service providers may temporarily retain limited information or content for security, abuse-prevention or service-protection purposes in accordance with their applicable terms.

Such retention is separate from using customer content for model training.

7. AI Can Be Wrong

AI-generated information can be inaccurate, incomplete, misleading or incorrectly interpreted.

For example, Chat Analysis may:

  • misunderstand the context of a conversation;
  • attribute an action or decision incorrectly;
  • miss an important decision or task;
  • identify something as a decision when it was only a suggestion;
  • omit relevant information;
  • misinterpret dates, names or responsibilities; or
  • produce other incorrect conclusions.

An AI-generated result should therefore be treated as assistance for review, not as an authoritative record of what occurred.

8. Human Review

Users are responsible for reviewing AI-generated results before relying upon them or incorporating them into their project records.

Where Chat Analysis identifies a task, decision, risk, opportunity, document or link, the User should confirm that the extracted information accurately represents the original conversation.

The original source material remains more authoritative than an AI-generated interpretation of that material.

9. User Responsibility for Submitted Information

You should only submit information to an AI-assisted feature where you have the right to process that information in this way.

This is particularly important where a conversation contains:

  • personal data;
  • confidential business information;
  • information belonging to a client;
  • commercially sensitive information;
  • intellectual property belonging to another party; or
  • information subject to contractual or professional confidentiality obligations.

Business Customers are responsible for assessing whether their use of AI features is compatible with their own legal, regulatory, contractual and organisational requirements.

10. Sensitive Information

The availability of Chat Analysis does not mean that every category of information is appropriate for submission to an AI service.

Users should exercise particular care before submitting highly sensitive, regulated or confidential information.

Where an organisation has rules restricting the use of external AI services, those rules should be considered before using Chat Analysis.

11. AI Does Not Provide Professional Advice

AI-generated information within Projects Library is provided as an organisational aid.

It does not constitute:

  • legal advice;
  • financial advice;
  • tax advice;
  • medical advice;
  • investment advice;
  • cybersecurity advice; or
  • other regulated or professional advice.

Users should obtain appropriately qualified professional advice where required.

12. No Automated Project Decisions

Projects Library's current AI features are designed to assist with organisation, extraction, search and retrieval.

They do not independently make business or project decisions on behalf of Users.

Chat Analysis may identify something that appears to be a decision in source material, but the AI identifying that information does not itself make or approve that decision.

Users remain responsible for deciding what information should become part of their project records and what action should be taken.

13. No Guarantee of Completeness

Chat Analysis should not be treated as a guaranteed method of capturing every important point contained in a conversation.

Users should not rely on AI extraction as the sole means of identifying:

  • contractual commitments;
  • deadlines;
  • legal obligations;
  • financial obligations;
  • safety-critical actions;
  • important customer instructions; or
  • other information where an omission could have significant consequences.

Where the original conversation is important, Users should retain and review the source material as appropriate.

14. Search Limitations

AI-assisted search may not identify every relevant item.

Search results may be affected by factors including:

  • the content available to be indexed;
  • whether text could be extracted from a particular attachment;
  • terminology used in the source material;
  • the search query;
  • limitations of the embedding model; and
  • the permissions of the User performing the search.

The current document extraction process supports selected text-based formats and does not perform OCR on images or scanned documents.

A search returning no result does not necessarily mean that the information does not exist within the Workspace.

15. AI Processing and Privacy

Content processed using AI features may be transmitted to the relevant AI infrastructure and service providers in order to provide the requested functionality.

Our Privacy Policy explains:

  • what information is processed;
  • the purposes of processing;
  • relevant service providers;
  • our position on AI model training;
  • international data transfers; and
  • applicable data-protection responsibilities.

Where EU Systems processes customer-controlled personal data as a processor, our Data Processing Agreement may also apply.

16. AI Technology Changes

AI technology develops rapidly.

Models, providers, capabilities and limitations may change over time.

EU Systems may change an AI provider or model where reasonably necessary for:

  • quality;
  • reliability;
  • security;
  • privacy;
  • availability;
  • cost;
  • provider independence; or
  • product development.

We will not deliberately use such a change to reduce the privacy protections we have committed to provide.

Where a material provider change affects how personal data is processed, the relevant privacy documentation will be updated as appropriate.

17. Availability

AI-assisted features depend partly on third-party AI infrastructure.

Features may therefore occasionally be unavailable, delayed or affected by:

  • provider outages;
  • rate limits;
  • model availability;
  • infrastructure failures;
  • maintenance;
  • security restrictions; or
  • changes made by an AI provider.

EU Systems does not guarantee uninterrupted availability of individual AI models.

18. Appropriate Reliance

AI features should be used to assist human judgement rather than replace it.

The more significant the consequence of an action or decision, the more important it is that the relevant underlying information is independently reviewed.

EU Systems does not guarantee that AI-generated analysis or search results will produce any particular business, personal or project outcome.

19. Changes to This Disclaimer

We may update this disclaimer as Projects Library's AI functionality, models, providers or legal requirements change.

The current version will be published on myprojectslibrary.com with its latest revision date.

Material changes affecting personal-data processing will also be reflected in the Privacy Policy where appropriate.

20. Contact

Questions concerning AI features may be sent to:

EU Systems Ltd
Suite RA01, 195-197 Wood Street
London, E17 3NU
United Kingdom

Company number: 06956313
VAT number: GB 528 1369 81

Support: support@myprojectslibrary.com
Privacy: privacy@myprojectslibrary.com