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Aerofiler

AI drives the repository. Rapid Learning AI learns a new contract data point from a few examples and extracts key terms, dates and obligations across the stored contracts, and OCR reads image PDFs. The extracted data feeds obligation tracking, renewal reminders and reports, and Sophos used it to mine audit and regulatory data from its contracts.

Much of the product runs without models: templates with smart fields, approval workflows, electronic signature routing, automatic folder structures, permissions and audit logs. Remove the AI and Aerofiler still works as a contract workflow and filing system, with extraction done by hand.

The AI is said to learn contract data accurately from only a few examples, and extracted values sit beside the contract they came from in the repository. No accuracy figure, test set, error rate or failure mode is published for extraction, and nothing describes how an extracted value is traced back to the clause or flagged when the model is unsure. The product works on a customer's own contracts and cites no legal authority.

Approvals are human: parallel and sequential approval workflows route generated contracts to the right people, and templates with smart fields limit what self service users can change. Comments and notes sit inside the application.

For the AI itself, nothing describes whether extracted data is reviewed before it drives reminders and reports, what confidence threshold applies, or how a user corrects a wrong extraction. Bulk editing lets an administrator change hundreds of records at once.

Allianz cut approval and signing time from a week to a day, in a case study Aerofiler publishes, and its senior regional legal counsel, Eric White, praises the team's flexibility with Allianz's security requirements. Mark Nishihara, legal operations manager at Sophos, says contract lookups and data extraction now support decisions that were not possible before, saving the team days of manual work.

BBP's legal and corporate development lead and Amnesty International's legal counsel are also quoted, on organized information and obligation tracking. The case studies carry no dates, and only the Allianz figure is measured.

Contracts are encrypted at rest and in transit, administrators set who can see what, and links replace email attachments so access can be tracked and withdrawn. Aerofiler's ISMS is certified to ISO 27001.

The terms of service, effective since August 2021, do not address AI, training on customer documents or what the AI providers on the subprocessor list may keep. OpenAI, Anthropic, Google and Litera appear on that list, Litera to process customer documents, without a stated limit on their use of the data. No confidentiality clause covering customer contracts was found in the terms, and the EU data processing addendum dates from 2018.

Contract templates, generation and extraction are sold to in house legal, sales and HR teams. No position is published on legal advice, on who must review generated contracts, or on the responsibility of the lawyers who own the templates. The terms address acceptable use and the customer's responsibility for its own data, not the legal effect of output.

No AI policy, governance framework, owner or testing program is published. Rapid Learning AI is described by what it does, learning from a few examples, without any account of how its extraction is tested, monitored or corrected over time.

Documents sit in Amazon S3 and metadata in MongoDB Atlas, both encrypted with AES 256 at rest, and all traffic runs over TLS 1.2. Staff reach systems over encrypted, MFA protected connections on a least privilege basis, and customers get two factor authentication, forced sign outs, password rules, user suspension and audit logs of who viewed, downloaded or edited each document.

An incident response program monitors production, and affected users are told of a breach, without a stated deadline. The subprocessor list names each provider, its purpose and country. Personal data is kept as long as the contract and the law require, and under the EU addendum it is deleted on termination; no retention period for contracts or AI processing is set out.

Under the terms of service, effective 9 August 2021 and governed by New South Wales law, Aerofiler's aggregate liability is capped at the fees paid in the 12 months before the event. The cap does not apply to fraud or willful misconduct, death or personal injury, or infringement of third party intellectual property. The customer indemnifies Aerofiler against third party claims about its use and data, and no indemnity runs the other way. Nothing addresses AI output or errors in extracted data.

Native integrations, set up in a few clicks, cover Salesforce, DocuSign, Adobe Sign, Namirial eSignAnyWhere, Microsoft Teams, Slack and Google Drive, and Aerofiler works with Microsoft Word documents. Zapier connects other applications, Okta handles single sign on, and the Enterprise plan adds an API.

What each integration moves, such as whether Salesforce opportunities create contract requests or signed documents file back automatically, is not described, and no document management system used by legal teams is named.

The service runs on AWS across data centers in several locations, and Aerofiler says it can work with customers who need data held in a particular place. Documents sit in Amazon S3 and metadata in MongoDB Atlas.

The default region is not stated, the subprocessor list puts most providers in the United States and Microsoft in Australia and the United States, and nothing separates where AI processing runs from where contracts are stored.

The ISMS is certified to ISO 27001 and audited annually by an independent JAS-ANZ accredited body, which is not named, and regular security testing is described. No certificate, scope statement or audit report is published, and there is no trust center. Physical security rests on AWS data centers with their own SOC reports.

The subprocessor list names OpenAI, Anthropic, Google and Microsoft, all as infrastructure and cloud services, and Litera to process customer documents. Which of them runs Rapid Learning AI, which models are used and for what, and where the processing happens are not stated, and no notice of changes to the list is promised.

Three plans are published with their features and no prices. Starter covers OCR, custom fields, smart file naming, reports, reminders and dynamic folders. Standard adds electronic signature integration, approval workflows, document generation, role based permissions and onboarding help, and Enterprise adds custom reports, single sign on, custom branding, custom automations and API access. Each plan is booked through a demo, and a free trial needs no card details.

Solution pages address legal, sales and HR teams, with plans from early stage companies to enterprises. For legal teams the product supports buy side and sell side contracts, self service templates with approval guardrails, data extraction and analytics on workload and headcount.

Customers range from Allianz and Sophos to Amnesty International. Which contract types, languages and jurisdictions the extraction handles well, and law firm use, are not addressed.