Growmore Immigration is committed to the ethical, responsible, and transparent use of Artificial Intelligence (AI).
This Policy outlines how AI tools are used within the business and applies to all staff, contractors, and representatives. It operates alongside the Privacy Policy, Terms of Service, and the Migration Agents Code of Conduct.
Definition of Artificial Intelligence
Artificial Intelligence (AI) refers to machine-based systems that generate outputs such as content, recommendations, summaries, or predictions based on input data. While AI can improve efficiency, it may also produce inaccurate or incomplete outputs. All AI-generated content used in a professional capacity must be reviewed by a qualified human before it is relied upon or shared with a client.
Legal Framework & Compliance
All use of AI at Growmore Immigration complies with:
Important Legal Notice: Under section 280 of the Migration Act 1958 (Cth), only Registered Migration Agents, Australian legal practitioners, and certain exempt persons may provide immigration assistance. There are no exemptions for AI-generated assistance. AI tools cannot independently provide lawful immigration assistance, and their use does not reduce or remove any legal obligations.
OMARA Guidance:
https://www.mara.gov.au/about-us/use-of-artificial-intelligence-ai
Permitted Use of AI
We use AI in a limited and controlled way to support our operations and improve efficiency. However, any content generated through AI does not constitute migration advice unless it has been reviewed and approved by a Registered Migration Agent. AI may be used for administrative and operational support, such as drafting and formatting documents, assisting with workflows, and organising or summarising internal information. This helps facilitate routine processes but does not replace human oversight.
It is also used to support client communication in a general, non-advisory capacity. This includes responding to basic informational queries, creating FAQ content, and enabling preliminary chatbot-style interactions. These responses are intended to provide general guidance only and should not be considered personalised migration advice.
For marketing and educational purposes, AI may assist in creating blogs, social media posts, website content, and general immigration awareness materials. This content is designed to inform and educate, not to provide case-specific recommendations.
Additionally, AI supports internal business tools such as analytics, service improvement initiatives, CRM systems, and workflow automation. These uses are focused on enhancing operational efficiency and overall service quality.
Prohibited AI Practices and Usage Restrictions
Growmore Immigration does not use AI to:
Registered Migration Agent Responsibilities and Human Oversight
Registered Migration Agents (RMAs) at Growmore Immigration retain full professional and legal responsibility for all advice and client services, regardless of AI use. All migration advice, client communication, and final decisions must be reviewed, validated, and approved by an RMA.
All AI-generated content is carefully checked, and final decisions are always made by a human professional. This ensures that the guidance you receive is accurate, compliant, and based on your situation.
Client Consent, Confidentiality, and Data Protection
Where AI tools are used in connection with client information, appropriate consent will be obtained before any personal data is entered into such systems. All handling of personal information is carried out in accordance with the Privacy Act 1988 (Cth) and internal privacy protocols.
Growmore Immigration is bound by strict confidentiality obligations under the Code of Conduct. Client data is handled securely, access is restricted, and only approved systems are used. Third-party AI tools are evaluated before use, and additional safeguards are applied when dealing with sensitive information.
For more information, refer to our Privacy Policy: https://www.growmore.one/privacy-policy
Limitations of AI and Governance
AI tools may produce outputs that are inaccurate, outdated, incomplete, or misleading. For this reason, AI is used strictly as a support tool and never as a sole basis for migration advice or decision-making.
We apply internal governance controls to ensure responsible use of AI, including tool evaluation before deployment, ongoing risk monitoring, and alignment with relevant government frameworks and best practices.
References:
https://www.industry.gov.au/publications/australias-artificial-intelligence-ethics-framework
https://www.digital.gov.au/policy/responsible-use-ai
Staff Responsibilities
All staff and contractors are required to use AI strictly for permitted purposes, maintain client confidentiality, and verify all AI-generated content before use. AI must not be relied upon for regulated migration advice.
Failure to comply with these requirements may result in disciplinary action and, where applicable, referral to OMARA.
Future Use & Policy Updates
This Policy will be reviewed annually or when there are material changes to AI usage, relevant laws, or professional standards. Any significant changes to how we use AI will be reflected in an updated version of this Policy.
Disclaimer: AI tools are used for support purposes only. Any AI-generated content does not constitute migration advice unless reviewed and confirmed by a Registered Migration Agent. Clients must seek personalised professional advice based on their individual circumstances.
