AI Policy
Our approach to AI
At Orcoda, our vision is Building a Connected Future.
We use artificial intelligence to help customers enhance operations, improve decision-making and create value through best-in-class, innovative integrated technology and service solutions.
Our AI approach is guided by our values:
· Partners Beyond Delivery
· Building Tomorrow’s Solutions Today
· Together, we achieve more
· Always Learning, Always Evolving
· Responsible Progress, Lasting Impact
· Turning Data into Insightful Actions
1. Where Orcoda uses AI
Orcoda applications may include AI-enabled features that support:
· Scheduling and resource optimisation
· Route, fleet and asset insights
· Workforce and operational planning
· Predictive analytics
· Automated summaries, alerts and reports
· Decision-support recommendations
· Customer support, onboarding or product assistance
· Insights from operational, transport, mining or logistics data.
Where AI functionality is material, Orcoda will identify it in the application, documentation, release notes, customer communications or other appropriate materials. Orcoda applies appropriate security testing and assurance processes to AI-enabled features, including agentic automation, conversational AI and approved model-context integrations. This may include security review, penetration testing, adversarial testing, misuse-case testing, prompt-injection testing, access-control validation, monitoring and human review where appropriate. AI-enabled tools and agents are designed to operate only within approved permissions and environments, and are not permitted to access, modify or operate outside authorised controls.
2. Input and Output
When customers or prospective customers use Orcoda applications, AI features may process information provided by users or generated through the platform.
Input means information provided to or processed by an AI feature, including prompts, files, operational data, customer data, location data, telemetry, text, system records or other content.
Output means information generated by an AI feature, including insights, predictions, recommendations, classifications, reports, alerts, schedules, routes, summaries or other results.
Unless expressly agreed otherwise, Input and Output are treated as customer data under the relevant Orcoda agreement, trial terms, demo terms or privacy documentation.
3. Customer data and AI training
Orcoda respects customer ownership and control of customer data.
Unless expressly agreed otherwise:
1. Orcoda will not use customer Input or Output to train third-party general-purpose AI models.
2. Orcoda will not allow third-party AI providers to use customer Input or Output to train or improve their general-purpose models.
3. Customer data will be handled in accordance with Orcoda’s customer agreements, privacy obligations, security controls and applicable law.
4. Any use of customer data to improve Orcoda products will be managed under appropriate contractual, privacy and security controls.
For prospective customers using demos, pilots or trials, Orcoda will handle data in accordance with the agreed trial terms, confidentiality arrangements and privacy obligations.
4. Human oversight
Orcoda AI features are designed to support human decision-making, not replace it.
Customers and users are responsible for reviewing AI Output and deciding whether it is appropriate for their intended use.
Human review is especially important where AI Output may affect:
· Transport operations
· Mining operations
· Worker allocation or rostering
· Fatigue-related decisions
· Safety procedures
· Route planning
· Fleet or asset utilisation
· Compliance obligations
· Commercial or contractual decisions
· Outcomes affecting employees, contractors, customers or the public
AI Output should not be treated as a final operational, legal, safety, financial or compliance decision unless Orcoda expressly states otherwise in writing.
5. Safety-critical and operational use
Because Orcoda supports customers in transport, mining and other operational environments, AI must be used carefully in workflows that may affect safety, compliance or real-world operations.
Unless expressly agreed in writing, Orcoda AI features must not be used as the sole basis for:
1. Safety-critical decisions.
2. Heavy vehicle compliance decisions.
3. Mine site safety decisions.
4. Fatigue, fitness-for-work or disciplinary decisions.
5. Emergency response decisions.
6. Regulatory compliance determinations.
7. Decisions that materially affect a worker, contractor, customer or member of the public.
Customers must apply appropriate human review, operational controls and industry-specific procedures before relying on AI Output in these contexts.
6. Accuracy and limitations
AI systems can produce outputs that are inaccurate, incomplete, inconsistent, outdated or non-unique.
Orcoda takes reasonable steps to test, monitor and improve AI features, but AI Output may not always be correct or suitable for a particular purpose.
Customers and users should independently assess AI Output before relying on it, particularly where the Output may affect safety, compliance, operational performance, contractual obligations or individual rights.
7. Responsible use by customers and users
Customers, prospective customers and users must not use Orcoda AI features to:
1. Breach any law, regulation or third-party right.
2. Generate misleading, deceptive, discriminatory, unsafe or unlawful content.
3. Misrepresent AI Output as human-generated where that would be misleading.
4. Upload information they do not have the right to use.
5. Circumvent safety, security or access controls.
6. Make high-impact decisions without appropriate human review.
7. Process sensitive personal information unless authorised and appropriate safeguards are in place.
8. Use AI Output in a way that could reasonably cause harm to people, property, operations or the environment.
8. Privacy and security
Orcoda applies privacy and security controls to AI-enabled features.
We use reasonable technical and organisational measures to protect customer data, including access controls, sensitive data redaction, security review, monitoring, vendor due diligence and data handling controls.
Where Orcoda uses third-party AI providers to support application functionality, we assess those providers and require appropriate confidentiality, privacy and security protections.
9. Transparency and feedback
Orcoda aims to be clear about how AI is used in its applications. We also recognise that responsible AI improves through feedback.
Customers and users can contact Orcoda to:
· Ask questions about AI-enabled features
· Report inaccurate or concerning AI Output
· Raise privacy, security or safety concerns
· Request review of a material AI-related issue
· Provide feedback to help improve Orcoda applications
10. Changes to this policy
Orcoda may update this AI Policy from time to time to reflect changes in technology, law, regulation, product functionality, customer requirements or industry practice.
Where changes are material, Orcoda will take reasonable steps to notify affected customers through appropriate channels.