AI Feature Entries

Version 1.0 Published: August 2026 Monarch360 Pty Ltd · ABN 28 659 647 373

About this page

Each AI Feature Entry describes an AI Feature in a Monarch360 Product: what it does, where it runs, what happens to data and how it is activated. An AI Feature processes Customer Content only after the Customer has activated it (clause 6.4 of the Agreement). It forms part of the Published Terms under clause 1.4 of the Master Software Licence and Subscription Agreement. Capitalised terms have the meaning given in that agreement.

1Current AI Feature Entries

Ask Monarch AI

Product and feature	Monarch EDRMS — Ask Monarch AI (Standard and Enterprise tiers)
Task	Answers User questions about, and summarises, documents and records the User has permission to access in Monarch EDRMS.
Output type	Recommendation for human review, unless the Customer enables an automated workflow (clause 6.4).
Model provider, hosting and location	Azure OpenAI Service, deployed in the Customer’s own Microsoft Azure subscription within the Customer Environment, in an Australian Azure region unless the Customer selects otherwise.
Inputs	User questions and the text of documents and metadata the User is permitted to access.
Outputs	Answers, summaries and references to source documents.
Does content leave the Customer Environment?	No. Content is processed within the Customer’s own Microsoft Azure subscription and does not leave the Customer Environment. Monarch360 does not receive Customer Content; it receives only User and usage data needed for licensing (clause 3.4 of the Agreement).
Retention	Monarch360 does not receive or retain prompts, inputs or outputs. Under Microsoft’s standard terms for the Customer’s Azure subscription, Microsoft may store prompts and outputs for up to 30 days, in the same geography as the resource, solely to detect and review abuse, and authorised Microsoft personnel may review them for that purpose, unless the Customer has been approved by Microsoft for modified abuse monitoring. That retention is governed by the Customer’s agreement with Microsoft.
Training	Customer Content is not used to train or improve any model by Monarch360 or Microsoft (clause 6.3).
Human review and prohibited uses	Users should review output before relying on it. The feature must not be used as the sole basis for decisions with legal or similarly significant effects on individuals, or to approve record disposal without human approval.
Known limitations	Output may be incomplete or inaccurate, may reflect gaps or errors in source content, and may vary between runs.
Activation	In an Order Form, or by the Customer’s authorised administrator enabling the feature in the Product after being shown or linked to this entry.

AI Document Rename

Product and feature	Monarch EDRMS — Add-on A2
Task	Suggests document names based on document content and metadata.
Output type	Recommendation for human review, unless the Customer enables an automated workflow (clause 6.4).
Model provider, hosting and location	Azure OpenAI Service, deployed in the Customer’s own Microsoft Azure subscription within the Customer Environment, in an Australian Azure region unless the Customer selects otherwise.
Inputs	Document text and metadata for documents selected for renaming.
Outputs	Suggested document names.
Does content leave the Customer Environment?	No. Content is processed within the Customer’s own Microsoft Azure subscription and does not leave the Customer Environment. Monarch360 does not receive Customer Content; it receives only User and usage data needed for licensing (clause 3.4 of the Agreement).
Retention	Monarch360 does not receive or retain prompts, inputs or outputs. Under Microsoft’s standard terms for the Customer’s Azure subscription, Microsoft may store prompts and outputs for up to 30 days, in the same geography as the resource, solely to detect and review abuse, and authorised Microsoft personnel may review them for that purpose, unless the Customer has been approved by Microsoft for modified abuse monitoring. That retention is governed by the Customer’s agreement with Microsoft.
Training	Customer Content is not used to train or improve any model by Monarch360 or Microsoft (clause 6.3).
Human review and prohibited uses	Users should review output before relying on it. The feature must not be used as the sole basis for decisions with legal or similarly significant effects on individuals, or to approve record disposal without human approval.
Known limitations	Output may be incomplete or inaccurate, may reflect gaps or errors in source content, and may vary between runs.
Activation	In an Order Form, or by the Customer’s authorised administrator enabling the feature in the Product after being shown or linked to this entry.

Nectr

Product and feature	Monarch EDRMS — Add-on A3
Task	Optical character recognition (OCR), duplicate detection and identification of sensitive information.
Output type	Recommendation for human review, unless the Customer enables an automated workflow (clause 6.4).
Model provider, hosting and location	Microsoft Azure services selected by Monarch360, running in the Customer’s own Microsoft Azure subscription within the Customer Environment, in an Australian Azure region unless the Customer selects otherwise.
Inputs	Documents selected for scanning.
Outputs	Extracted text, duplicate matches and sensitive-information flags.
Does content leave the Customer Environment?	No. Content is processed within the Customer’s own Microsoft Azure subscription and does not leave the Customer Environment. Monarch360 does not receive Customer Content; it receives only User and usage data needed for licensing (clause 3.4 of the Agreement).
Retention	Monarch360 does not receive or retain prompts, inputs or outputs. Under Microsoft’s standard terms for the Customer’s Azure subscription, Microsoft may store prompts and outputs for up to 30 days, in the same geography as the resource, solely to detect and review abuse, and authorised Microsoft personnel may review them for that purpose, unless the Customer has been approved by Microsoft for modified abuse monitoring. That retention is governed by the Customer’s agreement with Microsoft.
Training	Customer Content is not used to train or improve any model by Monarch360 or Microsoft (clause 6.3).
Human review and prohibited uses	Users should review output before relying on it. The feature must not be used as the sole basis for decisions with legal or similarly significant effects on individuals, or to approve record disposal without human approval.
Known limitations	Output may be incomplete or inaccurate, may reflect gaps or errors in source content, and may vary between runs. Sensitive-information detection may miss items or flag false positives and does not replace a privacy review.
Activation	In an Order Form, or by the Customer’s authorised administrator enabling the feature in the Product after being shown or linked to this entry.

2What each entry states

2.1 Each AI Feature Entry states: the Product and feature; the task and whether output is a recommendation or an automated action; the model provider, hosting entity and processing location; input and output categories; whether content leaves the Customer Environment; retention, including any provider abuse-monitoring retention; training and model-improvement use; human review and prohibited uses; known limitations; and how the feature is activated.

2.2 Retention by a cloud or AI provider that is disclosed in an AI Feature Entry is not a breach of clause 6.2 of the Agreement, provided the content is not used for model training.

2.3 Monarch360 will give at least 30 days’ notice of a change of AI provider or processing location that affects these commitments (clause 6.3 of the Agreement).

Governing agreement: Monarch360 Master Software Licence and Subscription Agreement (Version 2.0). This page forms part of the Published Terms under clause 1.4 of that agreement and describes scope, service levels and technical matters only. If there is any inconsistency, the agreement prevails (clause 1.3). The version current when an Order Form is formed applies to it, subject to clause 4.3. Previous versions are available on request.