Legal - Our AI Policy

The short version

AI is a powerful tool and we use it every day. Used through the right systems it is also safe, because the business-grade tools we run do not train on our data and keep it properly contained. This policy is not here to make AI sound risky. It is here to keep a sensible setup sensible, with a few clear habits.

Our principles

• AI assists, people decide. Every decision that affects a client, a person or money is made and signed off by a human. AI never has the final say.
• Your data comes before convenience. If a shortcut is faster but puts your information at risk, we do not take it.
• Accuracy over speed. AI output is checked by a person before it is used or sent.
• Transparency. We are honest about where AI is used in our work, and we do not pass off unreviewed AI output as careful human work.
• Proportional use. We use AI where it genuinely helps, not for its own sake.

Controlled and uncontrolled AI

This distinction is the heart of how we keep information safe. Controlled AI is used through business-grade, access-controlled tools with proper data terms, run on our own business accounts, where the provider does not use the data to train its models. Uncontrolled AI is someone casually pasting information into a personal or consumer AI account that may train on what it is given.

We never put client or customer personal information into uncontrolled AI. Client data only ever goes into controlled, agreed systems.

How we protect your information

• We treat every client’s data as their confidential property.
• Client personal or confidential data goes only into controlled, business-grade systems, never a consumer AI account.
• Data-handling terms are agreed with you before we build anything.
• The systems we build for clients keep a human in the loop where judgement matters, label AI output clearly, and keep your data isolated from other clients.
• Our business-grade AI tools operate under each provider’s data-processing agreement: they do not train on your data and do not keep it as a separate long-term store.

The tools we use

We use business-grade or business-plan tools only, never personal or consumer tiers, and each operates under its provider’s data-processing terms with no training on our data. These include leading AI providers such as Anthropic’s Claude and OpenAI’s ChatGPT on their business terms, our automation and CRM platforms, and business-plan productivity tools. The list is reviewed and kept current as tools change.

The few firm lines

There are only a handful of things we simply do not do:

• No client or customer personal data goes into uncontrolled, consumer AI.
• A person always signs off anything that affects a client, a decision or money.
• People decisions stay with people.
• Special-category or children’s data never goes into uncontrolled AI.
• We stick to our approved, business-grade tools for client work.

Who owns this policy

This policy is owned and maintained by the company’s directors and applies to everyone who works for or with us: employees, contractors and partners, who confirm they have read and understood it. It is reviewed regularly, and whenever we adopt a significant new AI tool or the rules around AI and data protection change. How we handle personal data more broadly is set out in the Privacy Policy. Questions: hello@assistiq.co.uk.