This privacy statement sets out how OpenGate Finance ("OpenGate Finance", "we" or "us";) collect, use, store and disclose "personal information" (as that term is defined in the Privacy Act 2020) and other information.
This privacy statement applies to anyone who uses our products and services, or anyone who provides us with their information. If you are providing us with anyone else's information, please make sure they have agreed to this privacy statement.
We may update this privacy statement from time to time, as advised on the OpenGate Finance website (the "Site").
Collection:
OpenGate Finance gathers various information about clients and other users of our products and services, including the Site. This information includes:
Purposes:
The personal information you provide will be used for the following purposes and any directly related purposes:
1. Verification of your identity for the use of the Site and other products or services from us.
2. To assist in providing the services requested by you, including where required for the purposes of obtaining government or other funding for the services.
3. To keep the Site relevant and of interest to users.
4. In respect of recordings of meetings, to improve quality and consistency and for use in an aggregated and/or anonymised form to provide advice, reports and insights.
5. To improve, promote and provide our services to you.
6. For future marketing, promotional and publicity purposes which may include marketing by our sponsors or commercial partners.
7. For auditing or other legal requirements and
8. For any other use that you authorise or as permitted or required by law.
Consequences of non-provision of information:
Failure to provide requested personal information may result in certain services not being offered and/or provided to you.
Disclosure of Information:
OpenGate Finance may disclose information that it collects to authorised agents for the purposes set out above and directly related purposes. Additionally, OpenGate Finance may disclose to third parties:
1. Aggregate tracking information, insight reports, studies, advice and other information that does not personally identify you.
2. Your personal information, where permitted or required to do so by law and
3. Your personal information where OpenGate Finance has your prior authorisation.
AI Use Policy:
This policy outlines how Open Gate Finance uses generative AI tools responsibly to support operations, protect sensitive information, and maintain trust with clients, suppliers, and the rural community. The current generation of publicly available generative AI tools may not offer adequate safeguards for confidential, sensitive, or personal informationespecially regarding how input data and prompts are stored, processed, or used to train these tools. This creates potential risks of unintended disclosure or reproduction of such information. At Open Gate Finance, we recognise the value of contributing to the responsible development of AI technologies. Where appropriate, we will take a risk-based approach to allowing data to be used for training purposes - ensuring that any contribution is carefully assessed for privacy, ethical, and business implications.
Scope:
This policy applies to all staff, contractors, and partners using AI tools in any part of our business, including:
- Farm financial management
- Customer service
- Marketing and communications
- Finance and administration
Data Protection & Privacy
- Do not enter personal, sensitive, or confidential data into publicly available AI tools.
- Use AI tools that allow data privacy controls, such as disabling training on inputs.
- Assess risks before using anonymous or public data for training purposes.
Tool Use & Output Verification Generative
AI tools can sometimes produce inaccurate or fabricated information— commonly referred to as “hallucinations.” This may include incorrect details about financial regulations, market trends, or other facts presented as reliable.
Additionally, the way these tools generate content is not fully transparent. There are ongoing concerns that AI-generated outputs may unintentionally reflect bias, discrimination, or misleading patterns, and may also infringe on intellectual property rights, including copyright.
At Open Gate Finance, we acknowledge these limitations and commit to verifying AIgenerated content before relying on it in any business-critical or client-facing context.
- Use only approved AI tools (e.g., ChatGPT, Copilot).
- Verify AI-generated content before using it in decisions or communications.
- Cross-check facts and references with trusted sources.
- Keep records of prompts and outputs used in business-critical tasks.
Human Oversight Generative
AI tools can produce content that is clear and well-structured. However, because this content is generated based on statistical patterns in data, it often lacks specificity and may be overly generic.
While obvious errors—known as “hallucinations”—can usually be identified and corrected, more subtle issues such as vague generalisations or missing key details are harder to detect. These limitations mean that AIgenerated content should always be reviewed critically and supplemented with human insight and domain expertise.
- AI is a support tool, not a decision-maker.
- Final decisions and communications must be reviewed by a human.
- Do not outsource empathy or strategic thinking to AI.
Transparency
- Inform your manager before using AI on client-facing or operational matters.
- Disclose AI use to clients or suppliers if it affects deliverables.
- Be prepared to explain how AI was used if asked.
Training & Support
- Staff will receive basic training on AI use, risks, and ethics.
- A designated AI contact person will be available for questions – Nick Bettington
Review & Updates
- This policy will be reviewed annually or when new tools or risks emerge.
- Staff and stakeholder feedback will be considered in updates.
Incident Response
- Report any suspected misuse, data breach, or AI-related error immediately.
- Management will investigate and notify affected parties if necessary.
Ethical Commitment
Open Gate Finance is committed to using AI in a way that supports our values: integrity, sustainability, and community trust. We will avoid bias, misinformation, and unethical use of technology.
Security:
Any personal information held by OpenGate Finance will be protected by such security safeguards as are reasonable in the circumstances to take against loss, unauthorised access, use, modification, and disclosure, or other misuse.