Artificial Intelligence (AI) Usage Policy
Our commitment to transparency
We use artificial intelligence (AI) tools within our business to support the delivery of high-quality marketing services. This policy explains how and why we use AI, the safeguards we have in place, and what our clients can expect when working with us.
This policy is intended to provide clarity and reassurance, particularly for clients operating in regulated environments such as the legal sector.
How we use AI
The world of AI is moving quickly, and it is a useful tool, but we believe that content that gives the reader a depth of informed insight with the creativity and originality that humans can produce cannot currently be done to same standard as a talented content writer. For our content, strategy and ideation we will rely on our team of human specialist experts, our clients and our industry partners to help us make our decisions around what we will share, use to educate and create for our clients.
We use AI to support our team in the following areas:
- Supporting content creation and idea development
- Improving efficiency in research and information gathering
- Enhancing client deliverables
- Assisting internal workflows
- Analysing internal data
- Automating repetitive or administrative tasks
AI is used as a support tool to improve efficiency and quality. It does not replace human expertise, judgement, or accountability.
Use of AI note taking tools
We use AI supported note taking tools during internal meetings and, where appropriate and agreed, during client meetings.
These tools are used to create accurate summaries of discussions, key decisions, and agreed actions. They are designed to support our team, not replace professional judgement or relationship management.
Benefits for our clients
Using AI supported note taking helps us to:
- Capture discussions accurately, reducing the risk of misunderstanding or missed detail
- Provide clearer and more consistent meeting summaries and action points
- Allow meetings to focus on discussion and advice rather than manual note taking
- Improve follow up, accountability, and delivery against agreed objectives
This supports better communication, transparency, and continuity throughout a project.
Benefits for our team
For our team, AI supported note taking:
- Reduces administrative burden and manual note taking
- Improves efficiency and consistency in meeting documentation
- Allows our specialists to focus fully on listening, analysis, and problem solving
- Supports accurate internal record keeping and knowledge sharing
Safeguards and controls
Where AI supported note taking is used, we apply appropriate safeguards to protect client confidentiality and ensure accuracy.
We aim to use Microsoft 365 based transcription and summarisation tools for AI supported note taking wherever possible.
Where this is not feasible due to meeting ownership or technical limitations, we may use an alternative internally approved note taking tool that meets our security and confidentiality standards.
Regardless of the tool used:
- Recordings, transcripts, and summaries are handled in line with our data protection and confidentiality obligations
- AI generated notes are reviewed by a member of our team
- Notes are treated as an assistive record only and not as a definitive or authoritative account
Human oversight applies at all times, and responsibility for interpretation, advice, and agreed actions remains with our people.
Approved AI tools
For client related work, we use Microsoft 365 Copilot.
Microsoft 365 Copilot operates within our secure Microsoft tenant and aligns with our existing security, access controls, and data governance frameworks. This means that data remains within our controlled Microsoft environment and is not used to train public AI models.
Public or consumer AI tools are not permitted for use with client data or confidential information.
We may explore or experiment with other AI tools for non-client, non-confidential purposes only.
Client data and confidentiality
We recognise the importance of confidentiality, particularly when working with law firms and legal sector suppliers.
When AI is used:
- Client data is handled within our secure Microsoft environment
- We do not input client confidential information into public AI tools
- Our use of AI aligns with our existing data protection and confidentiality obligations
Human oversight and accountability
All AI assisted output is subject to human oversight.
- AI is used in an assistive capacity only
- All AI assisted work is reviewed by a member of our team before being shared with clients
- AI is never used to produce final client deliverables without human review
- All decisions are made by people, with AI acting only as a support tool
We remain fully accountable for all work delivered to our clients.
Accuracy, quality, and risk management
We take responsibility for the accuracy, compliance, and appropriateness of all final outputs.
In practice, this means:
- AI outputs are treated as assistive, not authoritative
- All work is fact checked before delivery
- Sources are identified and verified where appropriate
- Additional care is taken to reflect the regulatory and professional standards expected in the legal sector
What we do not use AI for
We do not use AI:
- To replace professional judgement
- To make automated decisions that affect clients
- To auto generate content
Responsible use and internal governance
We support responsible AI use within our business through:
- Internal guidelines on when and how AI can be used
- Training for our team on data protection, confidentiality, and appropriate prompting
- Ongoing review of our AI practices as tools and standards evolve
Questions and further information
If you have any questions about how we use AI, or would like to discuss our approach in more detail, please contact us. We are always happy to explain how our processes work and how we safeguard client interests.