Product and intended use
Define the configuration, people, information and tasks being assessed.
What the add-on contains
Not confirmed
Three vendor documents describe the Productivity Pack differently. The Fees Schedule current from 1 September 2026, which is the fee document the General Terms incorporate, states at clause 4.2 that 'The Productivity Pack includes the following: Intake Forms' and then describes only MatterFlow and LeadPro; the Pack's own page states 'The pack includes Intake forms for Leads and Matters' and, in its FAQ, 'Currently, the Pack offers custom-built Intake Forms for Leads and Matters', listing 'More coming soon…'; the triConvey product page describes the same Pack as 'A triConvey add-on, powered by AI, that includes Archie & Intake Forms'. No document read states that Archie is included in the $10 per matter fee, and no separate fee for Archie is published anywhere.
Ask: Is Archie included in the Productivity Pack fee, charged separately, or bundled another way, and which document governs that answer?
What Archie and Intake Forms are described as doing
Public claim only
The Archie page, read 2026-09-27, states Archie 'can instantly draft legal documents, clauses, memos, emails, letters, and more' with adjustable tone, length and style; will 'summarise your matter in just a few clicks, pulling out key points or providing a detailed summary'; and will answer a question with 'accurate, context-specific answers'. Its FAQ states 'Archie is our AI-powered assistant that provides real-time matter insights, answers questions and drafts letters & documents. It integrates with triConvey and all your matters.' Intake Forms are described as digital forms sent through the LeadPro or MatterFlow functions to collect client and matter data that then populates the triConvey matter automatically; no AI mechanism is described for them, although the Pack is labelled 'Powered by AI'.
Ask: Which functions in the Pack use a generative model, and what does 'powered by AI' refer to in relation to Intake Forms?
Deployment and where the AI runs
Public claim only
The Pack and Archie pages both state that 'All triSearch AI features, including Archie and Intake Forms, operate in a secure ring-fenced environment' and that the environment 'is built on the Amazon Web (AWS) platform'; neither names an AWS region, an account or a service. The triConvey security page states that all client data is stored on Smokeball servers built on AWS and that triConvey 'stores data in the jurisdiction of origin, located in Sydney', and the privacy policy states Smokeball owns and hosts the triConvey Software. Nothing read states where AI inference on matter documents occurs.
Ask: Name the AWS region and the service in which Archie's inference runs, and confirm whether matter documents leave the Sydney environment for processing.
Governing law and jurisdictional coverage
Public claim only
General Terms clause 24.11 states the agreement is governed by the law of New South Wales with the non-exclusive jurisdiction of that state's courts. Schedule 1 clause 4.1 states the firm acknowledges the AI Services may not have been developed, designed or approved by legal practitioners and that TriSearch does not represent that they comply with or reflect applicable laws, are suitable for the firm's circumstances, or are up to date. The Pack page states it 'is aimed at conveyancers in Australia, particularly those on the East Coast (NSW, QLD, VIC)'.
Ask: Which Australian jurisdictions has Archie been built and tested for, and what changes in its answers between NSW, Queensland and Victorian matters?
Vendor content directing how AI describes the product
Not confirmed
A deliberate check for content addressed to AI models, assistants or crawlers found none for this vendor: https://www.trisearch.com.au/llms.txt returns the site's page-not-found page, checked 2026-09-27, and a URL map of the site searched for 'ai' surfaced no /ai-info, /for-ai or equivalent page. A URL map does not reliably discover an unlinked file, so the absence is established only for the pages and the map checked.
Ask: Do you publish any page, file or block of text that tells AI models, assistants or crawlers how to describe triSearch, triConvey or Archie, and if so at what address?
Data, controls and requirements
Compare the actual configuration with firm, client and jurisdiction requirements, supported by evidence.
Authority to put client material into the product
Public claim only
Schedule 1 clause 3.4 of the General Terms makes the firm responsible for holding 'all necessary rights and consents, including third party privacy consents (Client Consents)' to provide Matter Data to TriSearch and to permit its use for delivering the AI Services, indemnifies TriSearch for loss arising from any failure to obtain and maintain them, and records that 'TriSearch is not a legal authority, cannot, and has not provided You with advice related to the necessity of Client Consents within Your jurisdiction'. Clause 3.5 adds a warranty that the Matter Data, 'as received by Smokeball and processed in accordance with these Terms', does not infringe third-party rights. Clause 3.1 records the firm's agreement to the transfer of information collected by the AI Services to third parties.
Ask: What consent wording do you expect us to hold from conveyancing clients before their matter documents are processed by Archie, and does the Pack's opt-in capture that decision?
Which models and model providers are used
Not confirmed
No foundation model, model provider, model version or inference location is named on the Pack page, the Archie page, the General Terms including Schedule 1, the privacy policy, the Fees Schedule or the security page, all read 2026-09-27. Schedule 1 clause 2.1 states only that 'The AI Services utilise artificial intelligence (AI) algorithms and technologies, including generative AI', and clause 3.1 that 'The AI Services involve the use of third-party services' without naming them. Amazon Web Services is named as the platform the environment is built on, which is infrastructure rather than a model provider.
Ask: Name every third-party service and model provider behind Archie, the country in which inference runs, the retention those providers apply, and the notice you give before changing them.
Subprocessors and third-party recipients
Not confirmed
Schedule 1 clause 3.1 states 'The AI Services involve the use of third-party services, and You acknowledge and agree that we may transfer any information automatically collected by the AI Services, submitted through TriConvey or the AI Services with third parties', while the Pack page and the Archie page both state 'Your data is never shared outside of triSearch or used to train AI models.' The privacy policy names integration partners and categories of technology, cloud and development providers, and names Smokeball Australia Pty Ltd as the licensor that owns and hosts the triConvey Software, but no subprocessor list identifying the AI third parties, their locations or a notification mechanism was found.
Ask: Which third parties receive AI Service data under Schedule 1 clause 3.1, and how is that reconciled with the statement that data is never shared outside triSearch?
Use of firm and client content for training or improvement
Not confirmed
Schedule 1 clause 3.3 of the General Terms current from 14 July 2026 states: 'You acknowledge that TriSearch may use Your de-identified Matter Data, together with other de-identified data, for the purpose of improving and training services and features You may access, and You instruct TriSearch to process Your Matter Data for such purpose', adding that neither the data nor the firm will be identifiable as a result and that 'TriSearch retains all ownership in and to aggregated machine learning results'. The Pack page and the Archie page both state 'Your data is never shared outside of triSearch or used to train AI models.' The two statements differ: the contract permits training on de-identified matter data by the vendor, and the web pages state matter data is not used to train AI models; no opt-out from clause 3.3 is published.
Ask: Can clause 3.3 of Schedule 1 be struck out or an opt-out recorded for us, and which of the two statements governs if a dispute arises?
Prompts, outputs and usage data
Public claim only
General Terms clause 6.2 reserves the right to 'gather analytics in relation to any and all activity on the TriSearch Systems, use of the TriSearch Products and Client Data for internal purposes (subject to clause 20 and 21), including for purposes such as billing, gauging interest and identifying usage patterns', and the definition of TriSearch Materials claims ownership of 'any metadata generated by TriSearch in the operation of the TriSearch Environment or supply of the TriSearch Products'. Schedule 1 clause 3.1 refers to 'information automatically collected by the AI Services', which is not defined or limited. Nothing published states how prompts, generated drafts or ratings are stored or for how long.
Ask: Define 'information automatically collected by the AI Services' in clause 3.1, say who can read Archie prompts and outputs, and state how long they are kept.
Retention of matter data and AI records
Public claim only
General Terms clause 17.1(d) requires each party, unless return is requested within 30 days of termination, to securely and permanently delete or destroy the other party's materials and records containing its confidential information, and clause 17.1(e) permits retention of copies required by law, regulator order, accounting, corporate governance, insurance or litigation purposes for a maximum of seven years from termination. The privacy policy commits only to reasonable steps to destroy or de-identify personal information when no longer needed. No retention period is published for Archie prompts, generated drafts, summaries or the de-identified Matter Data held under Schedule 1 clause 3.3, and de-identified data is on its face outside the deletion obligations, which run to confidential information and personal information.
Ask: For how long is de-identified Matter Data retained under Schedule 1 clause 3.3, and is it deleted when our agreement ends?
Deletion on request and at exit
Public claim only
General Terms clause 17.1 governs deletion after termination, with the seven-year retention carve-out in clause 17.1(e); no customer-initiated deletion process during the term, no timeframe and no certificate of destruction is published. Nothing addresses deletion of a single Archie interaction or of the de-identified data and 'aggregated machine learning results' that clause 3.3 says TriSearch owns. The privacy policy provides individual access and correction rights and states reasonable steps will be taken to destroy or de-identify personal information when no longer needed.
Ask: How do we have a single matter's Archie prompts and outputs deleted during the term, and what happens to aggregated machine learning results derived from our matters?
Vendor staff access to firm and client material
Public claim only
The privacy policy states that 'people located overseas may be able to access (on a read only basis) your personal information in order to provide development services to us', that such access is strictly limited, under secure protocols and 'will remain under the supervision and control of our Australian based teams', and that 'Our overseas services providers are located in: Vietnam'. It also states that staff must pass security clearance requirements and that access is centrally restricted and monitored. Nothing published states whether Archie prompts and outputs can be read by TriSearch or Smokeball staff for support or quality review.
Ask: Can TriSearch or Smokeball staff, in Australia or in Vietnam, read Archie prompts and outputs, is that access logged, and can it be limited to our approval?
Access control and matter isolation
Public claim only
The Pack and Archie pages state that all triSearch AI features 'operate in a secure ring-fenced environment', without defining the boundary or what is separated from what. The security page lists identity and access management, access control lists, separation of duties, firewalls, intrusion detection and centralised log management for triConvey generally, and makes the firm responsible for password and user-ID security. The Archie FAQ states Archie 'integrates with triConvey and all your matters', and no matter-level or ethical-wall restriction on what Archie can read is described on any page read.
Ask: Can Archie read matters a user is not assigned to, and how are conflicts and ethical walls enforced given that it integrates with all matters?
Encryption in transit and at rest
Public claim only
The security page states each triConvey application is accessed via HTTPS using Transport Layer Security and that once client data reaches the triConvey cloud infrastructure 'all information is then encrypted at rest, using AES-256'. The privacy policy states data is 'encrypted during transit using current TLS protocol and stored encrypted at rest using AES-256 encryption'. Neither document addresses encryption of AI prompts and outputs in the 'ring-fenced environment', key management, or customer-managed keys.
Ask: Are Archie prompts, outputs and any intermediate copies encrypted at rest in the same environment, and who holds the keys?
Independent assurance
Not confirmed
General Terms clause 22.1 warrants only commercially reasonable efforts to maintain security controls 'that meet or exceed ISO 27001:2013 and ISO 9001:2015 (or equivalent standard)', and the privacy policy states TriSearch 'operates an Information Security Management System (ISMS) with full consideration of the ISO27001:2013 standard' — neither is a claim of certification. The certifications named on the security page belong to Amazon Web Services and to DocuSign. No certificate, audit report, SOC 2 report, penetration-test summary, model-risk assessment or trust centre for TriSearch or for the AI features was found.
Ask: Is TriSearch certified to ISO 27001, to which version and scope, and is there any independent assurance covering the AI features specifically?
Contract structure and contracting entity
Public claim only
General Terms clause 1.1 names TriSearch Services Pty Limited as the contracting party, and the agreement comprises the General Terms, any Product Terms and Third Party Terms published on infotrack.com.au, and any order form, with later documents prevailing on inconsistency. Schedule 1, headed 'ARCHIE AI', applies at clause 1.1 'For Clients using the Smokeball Archie AI services (AI Services)', and the legal page records that the 14 July 2026 update added 'Inclusion of a new Schedule 1 (Archie AI) to the General Terms, which applies to Your use of the new Archie AI services' and 'New terms for triSearch's use of AI in its Products and Services'. The privacy policy gives the entity as TriSearch Services Pty Ltd (ABN 74 623 391 051); no ACN is published and no data processing agreement was found.
Ask: Provide the ACN of the contracting entity, and a data processing agreement for the AI Services naming every processor including Smokeball and any model provider.
Cross-border transfer and where data is processed
Not confirmed
The privacy policy states 'We store and retain your personal information in Australia. We do not presently disclose personal information to any organisations located overseas', while recording read-only overseas access from Vietnam for development services, and the security page states triConvey data is stored on Smokeball servers 'in the jurisdiction of origin, located in Sydney'. Against that, Schedule 1 clause 3.1 records the firm's agreement that TriSearch 'may transfer any information automatically collected by the AI Services, submitted through TriConvey or the AI Services with third parties', and the privacy policy states Smokeball owns and hosts the triConvey Software while Smokeball's own privacy policy, read the same day, places its servers in the United Kingdom, the United States and Australia. The documents do not resolve to one statement about where AI processing of matter data occurs.
Ask: Will you commit in writing that Archie's processing of our matter documents occurs in Australia, and name every country to which AI Service data may be transferred under clause 3.1?
Security incident and data breach notification
Public claim only
General Terms clause 21.5 requires a party with reasonable grounds to suspect a data breach to notify the other in writing with all relevant details 'without undue delay and no later than 72 hours after becoming aware of such a breach', to co-operate in the investigation, mitigate, prevent recurrence and liaise on communications with the privacy regulator and affected individuals; clause 21.4 requires notice within 72 hours of a regulator compliance notice or any breach of the privacy clause. The security page states triSearch 'will notify the subscriber without undue delay and in writing on becoming aware of any Data Breach in respect to our client's data'. Neither document addresses an incident at a third-party AI service or at the hosting licensor.
Ask: Does the 72-hour notification obligation cover an incident at a model provider or at Smokeball, and who tells us if AI Service data is exposed?
Changes to the AI features and the terms
Public claim only
General Terms clause 6.1 permits TriSearch to change or discontinue any feature or functionality 'for any reason and at any time' and to amend the agreement, with at least 14 days' written notice only where the change materially and adversely affects the firm's rights, and clause 6.3 then allows termination within 60 days. The legal page records that the 14 July 2026 update added the AI terms and Schedule 1, incorporated an updated Fees Schedule for the Productivity Pack, removed the client's right to audit TriSearch, and replaced a 30-day notice requirement for changes to the General Terms or licence fees with 'reasonable notice'. The Pack page states it 'will be continuously updated with the latest features & innovations'.
Ask: Will you notify us before a change to Archie's model, provider or behaviour, and before adding a feature to the Pack that changes the per-matter fee?
Exit and data portability
Public claim only
General Terms clause 17.1 requires the firm on termination to cease use and pay outstanding fees and requires each party to delete the other's materials unless return is requested within 30 days, subject to the seven-year carve-out. Nothing published states whether Archie outputs and generated drafts stored against a matter are included in a returned copy, in what format, or at what cost, and clause 3.3 leaves de-identified Matter Data and aggregated machine learning results with TriSearch.
Ask: Will Archie-generated drafts and summaries held against our matters be included in the data returned at exit, in what format, and at what cost?
What the add-on is connected to
Public claim only
General Terms clause 7.3 permits TriSearch to sub-license and disclose Client Data to Third Party Suppliers and subcontractors for the limited purpose of providing the systems and products, and clause 5.4 permits disclosure to TriSearch Affiliates and provision of the systems by an Affiliate. Schedule 1 clause 3.1 records the transfer of AI Service information to unnamed third parties. On the product side, Archie is described as integrating with triConvey and all its matters, and Intake Forms as syncing collected data into the matter through LeadPro and MatterFlow.
Ask: List every connector or service that Archie reads from or writes to, and confirm whether we can restrict it to a named set of matter types.
Whether the AI reaches outside the matter
Not confirmed
Nothing on the pages read states whether Archie can retrieve information from the internet. It is described as answering questions using the data and documents within a triConvey matter, and the vendor's worked examples are drawn from matter documents such as a strata report and rates information. Schedule 1 clause 3.1 records only that the AI Services 'involve the use of third-party services'.
Ask: Can Archie retrieve anything from outside our tenancy, including legislation or market data, and if so from where?
Whether the AI can act without confirmation
Not confirmed
The described outputs are drafts, summaries and answers presented to the user; nothing published states whether Archie can save a document to a matter, send a communication, record time or change matter data without a user confirming it. Intake Forms are described as populating matter data automatically from a form completed by a client, which is an automatic write to the matter, and no confirmation step or audit record is described for it. The General Terms contain no clause on automated actions taken by the AI Services.
Ask: Which Archie or Intake Forms actions write to the matter or send a communication without a user confirming, and what audit record is kept?
Human review of AI output
Public claim only
Schedule 1 clause 4.1 states the firm acknowledges the AI Services 'do not constitute legal advice nor should they be relied upon as such by You', that they 'should be reviewed by a qualified lawyer before being incorporated in, or relied on, in connection with any legal advice', that they may not be accurate or up to date and are for the firm to validate or ignore using its own professional skill, judgement and experience, and that generated documents are templates that 'may include technical inaccuracies or typographical errors'. The vendor's product pages state Archie delivers 'precise, error-free document summaries', which the same document set says may not be accurate.
Ask: What review step do you recommend before an Archie draft is sent to a client or another party, and is any record kept of the reviewer?
