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AI Usage Policy

Last updated: June 2026

At Gem Roberts -Systems Strategist, we are committed to transparency, trust and responsible practice. This AI Usage Policy explaining how we use artificial intelligence (AI) tools in the course of delivering our services, and how that may affect our client, potential clients, website visitors and followers. It also sets out how we use AI responsibly and that client data is handled appropriately.

1. How We Use AI

We use AI tools to support specific aspects of how we work. The tools we use are assistants, not decision-makers. All final outputs, recommendations, and professional judgements remain entirely with Gem Roberts.

We may use AI tools to assist with the following:

  • Content creation, including blog posts, emails and social media captions
  • Idea generation and research
  • Internal productivity tasks including scheduling, administration and document drafting
  • Drafting post-session Action Reports and audit summaries based on anonymised session notes
  • Drafting and reviewing internal operational documents and templates
  • Workflow automation, including the configuration and troubleshooting of automated sequences across platforms such as N8n, Make and Zapier
  • Technical problem-solving and exploratory thinking, including using AI conversationally to work through system logic, platform behaviour and diagnostic approaches before advising a client

All AI-generated content is reviewed and edited by Gem Roberts before being shared with clients or published publicly. Where AI has been used to generate any part of a client deliverable, this is always disclosed. You will never receive an AI-assisted output without knowing that AI was involved in its drafting.

2. AI and Personal Data

We will never knowingly input sensitive or personally identifiable client data into public AI platforms without a clear legal basis and appropriate safeguards in place.

Where session notes, summaries, written outputs, or any other client-related content are submitted to an AI tool, all personally identifiable information is removed or anonymised prior to submission. This includes, but is not limited to, names, email addresses, business names, website URLs, and any other information that could reasonably identify an individual or business. As this process is carried out by a human operator, it is acknowledged that inadvertent omissions may occur on occasion. Where any such omission is identified, steps will be taken promptly to mitigate any risk arising from it.

All personal data process using AI tools is handled in compliance with UK GDPR. 

In particular, we:

  • Limit the data shared with AI tools to what is strictly necessary for the specific task
  • Select AI tools that are subject to appropriate data protection agreements
  • Where AI platforms offer the option to opt out of having inputs and outputs used for model training, we enable that setting
  • Prioritise AI tools and configurations that do not use submitted content for training purposes by default
  • Do not use AI to make fully automated decisions that have legal or significant consequences without human review
  • Do not use AI tools that train on your data without your explicit knowledge

 

For our full data privacy policy, please visit gemroberts.co.uk/legal/privacy-policy. A full list of third-party processors, including Anthropic, is available there. If you have any questions about how your data is used, contact us at legal@gemroberts.co.uk.

3. Transparancy and Responsibility

We remain fully responsible for the accuracy, legality, and appropriateness of everything we create using AI, including all outputs and all services delivered. The professional responsibility for every deliverable, recommendation, and output rests solely with Gem Roberts.

The primary AI tool we currently use is Claude, made by Anthropic. Claude is used for drafting written reports, audit summaries, workflow logic, and certain internal documents. AI is used as a drafting and thinking aid only. It does not make decisions on our behalf and it does not replace our professional judgement. Any deliverable that has been created with the help of AI will always be disclosed.

4. Limitations of AI Use and Human Review

AI-generated content may occasionally contain factual inaccuracies, outdated information, or lack contextual nuance. All AI-assisted outputs are reviewed by Gem Roberts before delivery or publication. Notwithstanding this, human review is itself subject to inherent limitations. Neither AI tools nor human review can be guaranteed to be error-free in every instance.

For any important information, recommendations, or technical guidance provided as part of a service, clients are encouraged to apply their own professional judgement and, where appropriate, seek independent verification. Gem Roberts accepts no liability for losses or damages arising from reliance on AI-assisted outputs where such outputs have been reviewed and delivered in good faith.

5. Your Rights and Choices

If you would prefer that we do not use AI tools in relation to your specific project or data, please notify us at the point of engagement. We will make all reasonable efforts to accommodate this request and will confirm in writing if any aspect of our standard delivery process cannot be adapted accordingly.

Where AI assistance is excluded at your request, please be aware that this may affect the lead time for your deliverable. As a sole trader delivering all work personally, the removal of AI drafting assistance means that certain outputs will take longer to produce. This is not a penalty for exercising your preference and no additional charge will be applied. It is simply an honest reflection of capacity when working without the tools that form part of our standard process. Any impact on your delivery timeline will be communicated to you clearly before work commences.

6. Policy Updates

This policy will be updated to reflect changes in technology, regulation, or how we work. The latest version is always available at gemroberts.co.uk/legal/ai-usage-policy. The date at the top of this page reflects the most recent update.