1. What MAX Is
MAX is an AI-powered intelligence layer within CountingWorks PRO designed to assist tax, accounting, and other professionals with research, client intelligence, analysis, organization, communications, workflows, and other professional activities.
Depending on the features enabled, MAX may help users:
- research tax and accounting topics;
- analyze client or prospect information;
- retrieve information from authorized records;
- review documents;
- summarize communications;
- identify patterns and potential opportunities;
- prepare drafts;
- organize information;
- assist with client onboarding;
- support advisory workflows;
- perform or assist with repetitive tasks;
- operate MAX Skills;
- interact with connected applications and data sources; and
- perform other AI-powered functions made available by CountingWorks.
MAX is designed to assist professionals. It does not replace professional judgment.
2. Information MAX May Process
The information available to MAX depends on the customer's configuration, permissions, features, and connected data sources.
MAX may process information including:
- information entered directly into MAX;
- prompts, questions, instructions, and feedback;
- client and prospect records;
- documents and uploaded files;
- tax and financial information;
- accounting information;
- notes;
- communications;
- intake information;
- CRM information;
- website and engagement information;
- information available within authorized CountingWorks PRO products;
- information retrieved from authorized Connected Services;
- information retrieved through authorized MCP connections; and
- information generated or derived through use of MAX.
Customers control which information they provide to CountingWorks and which available integrations, connections, and AI capabilities they enable, subject to product configuration and administrative controls.
3. AI Context and Indexing
MAX may process and index authorized information so that relevant context can be retrieved when a user asks a question, runs a Skill, performs an analysis, or initiates another AI-powered workflow.
This processing may create:
- indexes;
- embeddings or other machine-readable representations;
- summaries;
- classifications;
- metadata;
- relationships;
- tags;
- extracted information;
- contextual references; and
- other derived information.
We refer to these collectively as "AI Context Data."
AI Context Data allows MAX to retrieve relevant information without requiring a user to repeatedly upload or manually provide the same information.
For example, when authorized by the customer, MAX may use information already available within a client record to provide a more relevant response to a question about that client.
AI Context Data remains subject to the permissions, safeguards, and applicable agreements governing the underlying Customer Data.
4. Retrieval-Augmented Generation and Source Information
MAX may use retrieval-augmented generation ("RAG") and similar technologies to locate relevant information and provide that information as context to an AI model.
Where available, MAX may provide citations, source references, links, or other information that allows users to review the material supporting an output.
Citations and source references are intended to improve transparency and verification but do not guarantee that an AI-generated conclusion is correct.
Users should review important source material before relying on an AI-generated output.
5. AI Models and Technology Providers
CountingWorks may use one or more artificial intelligence models, model providers, infrastructure providers, retrieval technologies, or other technology providers to deliver MAX functionality.
Different models may be used for different tasks based on factors such as:
- accuracy;
- security;
- reliability;
- capabilities;
- speed;
- cost;
- context requirements; and
- the nature of the requested task.
CountingWorks may add, remove, replace, or change AI models and providers as technology evolves.
MAX functionality therefore should not be interpreted as a commitment that any particular third-party AI model or provider will always be used.
Where third-party providers process Customer Data on behalf of CountingWorks, we seek to use contractual, technical, and organizational safeguards appropriate to the processing involved.
6. AI Model Training and Customer Data
CountingWorks does not sell Customer Data for the purpose of training public or third-party foundation AI models.
CountingWorks does not authorize AI model providers acting on our behalf to use Customer Data submitted through MAX to train their public foundation models, except where a customer independently selects, connects, or configures a third-party service in a manner that permits such use.
CountingWorks may use aggregated, de-identified, diagnostic, operational, performance, and feedback information to evaluate and improve MAX and the CountingWorks PRO platform, subject to applicable law and contractual obligations.
CountingWorks may also develop or improve internal systems, retrieval processes, security mechanisms, evaluations, workflows, and other platform capabilities using information where permitted under applicable agreements and law.
7. MAX Skills
MAX may provide specialized capabilities known as Skills.
A Skill may combine instructions, workflows, retrieval, AI models, customer information, professional knowledge, connected applications, or other capabilities to perform a particular task.
Skills may, depending on their design and permissions:
- conduct research;
- review information;
- analyze client records;
- identify opportunities;
- generate recommendations;
- prepare communications;
- organize workflows;
- request additional information;
- interact with other CountingWorks features;
- access authorized Connected Services; or
- perform other defined tasks.
Some Skills may operate primarily in response to a user's request. Others may support automated or semi-autonomous workflows.
The availability and capabilities of Skills may change over time.
8. Agents and Automated Actions
Certain MAX functionality may use AI agents, autonomous or semi-autonomous workflows, or other systems capable of performing multiple steps toward a defined objective.
Depending on the functionality and permissions granted, an AI-powered workflow may:
- retrieve information;
- analyze multiple sources;
- determine a next step;
- prepare a draft;
- classify or organize records;
- initiate a workflow;
- communicate with another authorized system;
- prepare an action for approval; or
- perform an authorized action.
CountingWorks may use safeguards such as approval requirements, permission controls, confidence thresholds, activity logs, restricted actions, or escalation to a human user.
However, no automated safeguard can eliminate every error or unintended result.
Customers are responsible for determining which automated capabilities are appropriate for their organization and for maintaining human oversight appropriate to the nature and consequences of the task.
9. Connected Services and Integrations
MAX may connect with third-party applications, platforms, APIs, databases, productivity tools, communication services, financial systems, document systems, or other external services ("Connected Services").
When a customer enables a Connected Service, the customer authorizes MAX and CountingWorks to access, retrieve, transmit, or process information through that connection within the permissions granted.
The amount of information available through a connection can vary significantly.
Customers should understand what permissions are being granted before enabling a Connected Service.
10. Model Context Protocol (MCP) Connections
CountingWorks may allow MAX to connect to external tools and data sources through the Model Context Protocol ("MCP") or similar technologies.
MCP connections can significantly expand the information or functionality available to an AI system.
Depending on the MCP server and permissions involved, a connection may allow MAX to:
- search external information;
- retrieve files or records;
- access communications;
- interact with business applications;
- retrieve financial or operational information;
- call external tools;
- submit information to another system; or
- perform other actions supported by the MCP server.
Customers should treat enabling an MCP connection as granting access to another information system.
Before enabling an MCP connection, customers should evaluate:
- who operates the MCP server;
- what systems it can access;
- what information it exposes;
- what actions it permits;
- what permissions are being granted;
- whether the customer has authority to grant those permissions;
- how the MCP provider stores or processes information;
- whether information may leave the CountingWorks environment; and
- whether the connection is appropriate for confidential, tax, financial, employee, or client information.
CountingWorks does not control the security, privacy practices, accuracy, availability, or independent actions of third-party MCP servers.
Customers should connect only MCP servers and services they trust and should grant only the permissions reasonably necessary for their intended use.
11. Information Sent to Connected Services
Using a Connected Service, MCP connection, or third-party tool may cause information to be transmitted outside the CountingWorks environment.
Once information is transmitted to an independently operated third party at the customer's direction, that information may be subject to the third party's:
- privacy policy;
- terms of service;
- security practices;
- data-retention policies;
- AI training policies; and
- other data-use practices.
CountingWorks' commitments concerning our own processing of Customer Data do not necessarily apply to a third-party service independently selected or configured by a customer.
Customers should therefore review third-party services before authorizing MAX to send confidential or sensitive information to them.
12. Permissions and Least-Access Principle
Customers should provide MAX, Skills, Connected Services, and MCP connections only the access reasonably necessary to accomplish the intended task.
Where permission controls are available, customers should consider:
- limiting access by user;
- limiting access by data source;
- limiting available actions;
- separating read and write permissions;
- requiring human approval for significant actions;
- periodically reviewing active integrations; and
- disconnecting services that are no longer required.
Account administrators are responsible for managing access within their organization.
13. AI-Generated Outputs Can Be Wrong
Artificial intelligence systems are probabilistic technologies and can make mistakes.
MAX may produce information that is:
- inaccurate;
- incomplete;
- outdated;
- inconsistent;
- incorrectly interpreted;
- unsupported by applicable authority;
- based on incomplete context; or
- otherwise inappropriate for a particular client or situation.
MAX may also fail to identify information that a professional would consider important.
The existence of citations, confidence indicators, retrieval systems, professional knowledge sources, or other safeguards does not guarantee the accuracy of an output.
14. Human Review and Professional Responsibility
MAX is intended to augment professional expertise, not replace it.
Users are responsible for reviewing AI-generated information before relying upon it for professional purposes.
This is particularly important for:
- tax advice;
- tax return positions;
- elections;
- deadlines;
- calculations;
- financial recommendations;
- legal conclusions;
- client communications;
- government filings;
- compliance decisions; and
- other matters that may materially affect a client or another person.
The professional remains responsible for the final work product and for compliance with applicable professional standards, laws, regulations, ethical requirements, and client obligations.
15. Consequential Decisions
MAX is not intended to independently make legally significant or consequential decisions concerning individuals.
Customers should maintain appropriate human involvement when using MAX in connection with decisions involving matters such as:
- employment;
- credit;
- lending;
- insurance;
- housing;
- healthcare;
- legal rights;
- financial eligibility; or
- other decisions that may significantly affect an individual.
Customers are responsible for determining whether additional notices, assessments, consent, human-review mechanisms, or other safeguards are required by applicable law for their particular use.
16. Tax and Accounting Information
MAX may assist with tax research, tax intelligence, client analysis, financial information, accounting information, and other professional matters.
AI-generated tax or accounting information should be treated as a starting point for professional analysis, not as a substitute for review by a qualified professional.
Tax laws, administrative guidance, court decisions, regulations, deadlines, and other authorities can change.
Users should review relevant authority and source materials when the matter is significant.
17. Customer Authority and Client Information
Customers are responsible for ensuring that they have the authority to provide information to CountingWorks and authorize its processing by MAX.
Customers are responsible for:
- their relationships with their clients;
- providing legally required privacy notices;
- obtaining legally required permissions or consents;
- complying with confidentiality obligations;
- determining whether particular information should be made available to AI functionality;
- managing access for employees and authorized users; and
- determining whether their use of AI is consistent with applicable professional obligations.
CountingWorks processes Customer Data to provide the technology requested by the customer and does not become the customer's tax preparer, accountant, attorney, financial advisor, employer, or other professional service provider solely because MAX processes information.
18. Sensitive and Confidential Information
MAX may be capable of processing sensitive or confidential information when authorized by a customer.
Customers should use particular care with information such as:
- taxpayer information;
- Social Security numbers and other government identifiers;
- financial account information;
- payroll information;
- employee information;
- authentication credentials;
- confidential business information; and
- other information subject to legal, professional, or contractual restrictions.
The fact that MAX can technically process information does not mean every type of information should be provided to every feature, integration, model, Skill, or Connected Service.
Customers remain responsible for selecting appropriate uses.
19. Data Security
CountingWorks uses administrative, technical, and organizational safeguards designed to protect information processed through our Services.
Security protections may include controls related to authentication, authorization, encryption, infrastructure, monitoring, access management, and other safeguards appropriate to our Services.
No AI system, software platform, or internet-based service can be guaranteed to be completely secure.
Additional information is available through our Security Center.
20. Retention and Deletion
Information associated with MAX may be retained for periods reasonably necessary to provide the Services, maintain security, support functionality, comply with contractual and legal obligations, and operate authorized AI context and retrieval features.
Deleting original information may not result in instantaneous removal from every backup, index, log, cache, or derived system.
CountingWorks may maintain limited information where necessary for security, fraud prevention, legal compliance, dispute resolution, backup integrity, or other legitimate purposes.
Where applicable, Customer Data and AI Context Data will be deleted, de-identified, or otherwise handled according to applicable agreements, retention practices, and legal requirements.
21. Disconnecting Connected Services
Customers may be able to disconnect integrations, MCP servers, or other Connected Services through available account controls or by contacting CountingWorks.
Disconnecting a Connected Service generally prevents new information from being retrieved through that connection.
Information previously retrieved, processed, or stored through the connection may remain within Customer Data, AI Context Data, logs, backups, or other authorized systems until deleted or otherwise removed according to applicable retention practices.
Customers should separately review the third party's procedures if they wish to revoke permissions or delete information maintained by that third party.
22. Monitoring, Safety, and Abuse Prevention
CountingWorks may use automated and manual systems to detect:
- security threats;
- unauthorized access;
- malicious activity;
- abuse;
- fraud;
- prohibited uses;
- system failures; and
- other activity that could harm CountingWorks, our customers, users, or third parties.
Where reasonably necessary, we may restrict or suspend AI functionality or Connected Services to investigate or address security, legal, safety, or operational concerns.
23. Changes to MAX and AI Functionality
Artificial intelligence technology changes rapidly.
CountingWorks may:
- introduce new AI models;
- replace existing models;
- add or remove providers;
- change retrieval systems;
- introduce new Skills;
- introduce new agents or automated capabilities;
- change available integrations;
- modify safeguards;
- change usage limits;
- add new types of AI-powered functionality; or
- discontinue features.
We may update this AI Notice as our technology, practices, or legal obligations evolve.
Material changes will be communicated as required by applicable law or the applicable Customer Master Agreement.
24. Questions About MAX and Data Use
Questions about MAX, AI processing, or this AI Notice may be directed to:
CountingWorks, Inc.
2549 Eastbluff Drive #448
Newport Beach, CA 92660
Email: legal@countingworkspro.com
For privacy requests, visit Your Privacy Choices.