How we use AI

Last updated October 21, 2026

Short version: software, including AI, does much of the paperwork on your case. A person checks everything it drafts, and people make every decision. Your documents are stored in Canada, and everything that reads or works on them, including the AI, runs in Canada. There are a few narrow exceptions, such as email, which we explain below. Your documents are never used to train AI. Our privacy policy covers everything else we do with your information.

What AI does for us

Most of an appeal is paperwork. Our software helps with it, starting with the free review, where it compares what you’ve told us with the assessor’s records for your building. It:

• reads the documents you send, such as rent rolls, leases, expense statements and floor plans
• pulls out the figures that matter, like rents, areas and lease dates
• compares them with the assessor’s records for your building
• drafts the evidence package and the letters that go with it

What AI doesn’t do

• It doesn’t decide whether we take your case, what we file or what value we ask for. People decide.
• It doesn’t file anything, talk to the assessor or speak at a hearing. Your hearing partner does that: an experienced property tax agent who files your appeal and deals with the assessor.
• It doesn’t send anything to you, the assessor or a review board on its own.
• It doesn’t make decisions about you, your tenants or your guarantors.

A person checks everything

Before anything is filed or sent, a person on our team checks what the software drafted against your original documents and the assessor’s records. Your hearing partner reviews the package before filing it. We keep a record of who approved each package. If a review board asks how AI was used in a filing, we’ll tell it.

Your data stays in Canada

Your documents and personal information are stored in Canada, and only computers in Canada read or work on them. That covers our file storage, e-signatures and the AI models that read your documents. We set each of those services, including its backups and logs, to use only its Canadian data centres. We don’t use any service that sends your files outside Canada to be worked on. The providers are listed in our privacy policy.

A few things to know, including the exceptions:

• Email is the exception. Our email is Gmail, which may store messages outside Canada, and email between us, you and the assessor also passes through your email provider and the systems in between, which may be outside Canada. So please send documents through our upload link, not by email, and we keep case details in our emails to a minimum.
• Card payments. If you pay our invoice by card, the payment is handled by our payment processor, which may process it outside Canada.
• Our hearing partners work on your files inside our systems, not in their own email or file storage. Once evidence is filed with the assessor or a review board, it’s held under their rules and systems, not ours.
• Some of our providers are foreign-owned. Your information stays on their servers in Canada, but their support staff may sometimes access it from elsewhere to keep the service running, and the government where the company is based may be able to legally order it to hand the information over.
• Misuse checks by AI providers are the other exception, explained under “What the AI providers keep”.

Never used to train AI

Your documents and case files are never used to train or tune any AI model, whether it’s ours, a provider’s or anyone else’s. We only use AI services whose terms say they won’t train on what we send them, and we turn off any setting that would allow it. We don’t put your documents into any other AI tool, such as chat apps or AI features built into email, notes or other software.

What the AI providers keep

The AI services we use read what we send, return the result and don’t keep a copy afterwards, apart from short-lived technical copies they delete on their own, and two exceptions:

• Reading scanned pages. The service that turns scans into text deletes what it read within 24 hours.
• Misuse checks. AI providers automatically scan what’s sent to them for misuse, like attempts to create harmful content. If something is caught, the provider may keep a copy so its staff can look at it. That copy stays in Canada and isn’t used for training, but the staff who look at it may work outside Canada.

The figures and drafts the software produces become part of your case file. We keep and delete them on the same schedule as your documents, which our privacy policy sets out.

No AI on this website

This site has no chatbot and no AI tools. The savings calculator works in your browser, and nothing you type into it is sent to us.

Mistakes, and asking what AI did

AI can misread a document or get a figure wrong, which is why a person checks every figure first. If you spot an error in anything we send you, tell us and we’ll fix it. If it’s already been filed, we’ll tell you how we can correct it.

You can ask what AI did on your file: which documents it read, what it drafted and who checked it. Contact Aidan Mercer at hello@fairroll.ca and we’ll answer within 30 days.

If you’d rather we didn’t use AI

Tell us, ideally before you send your documents. We’ll do the work by hand where we can. That can take longer. If we can’t finish by hand before the deadline, we’ll tell you before we take on your case. If the software has already read some of your documents, everything on this page still applies to them.

Changes

If we change how we use AI, we’ll update this page and the date at the top. If a change affects information you’ve already given us, we’ll ask you first. If a provider can no longer keep your information in Canada or out of AI training, we’ll stop sending it your information, move or delete what it holds as soon as we can, and tell you.