Last updated: 28 October 2026
At Nina Gordon, I believe in using technology thoughtfully to make businesses run more efficiently, and artificial intelligence (AI) is one of the tools that can support this.
As an Online Business Manager and Operations Partner, I use a range of digital tools to support my work, including AI-powered platforms and features.
This policy explains how I use AI when delivering services, how I approach client confidentiality and data protection, and the steps I take to ensure AI is used responsibly.
1. How I Use AI
I may use AI-powered tools to support various aspects of my work, including:
Research, brainstorming and problem-solving
Business and operational planning
Content development, editing and proofreading
Creating processes, workflows and standard operating procedures (SOPs)
Project planning and task management
Organising and summarising information
Troubleshooting technical issues
Developing and improving systems and automations
Meeting transcription, summaries and action points
The tools I use may include standalone AI services such as ChatGPT, AI features within Google Workspace and Microsoft Teams, and AI capabilities built into other business platforms.
AI is used to support my expertise and improve efficiency, not replace my professional judgement or the personal service I provide.
I remain responsible for the work I deliver, whether or not AI has been used to assist with its creation.
2. Client Information & Confidentiality
Protecting client information is an important part of how I work.
When using AI tools, I may provide relevant business information, project details, meeting notes or other materials to assist with delivering agreed services.
I take reasonable steps to minimise the information shared and, where practical, remove identifying details that are not necessary for the task.
I do not knowingly enter passwords, payment card details or highly sensitive personal information into general-purpose AI tools.
Where confidential information or personal data is involved, I consider the nature of the information, the tool being used, its privacy and security arrangements, and any relevant client agreements.
I do not knowingly authorise client information to be used for general AI model training without appropriate permission and a lawful basis.
Client information is used only for legitimate purposes connected with delivering agreed services and is not intentionally shared for unrelated purposes.
The use of AI does not remove or reduce my existing confidentiality obligations to clients.
3. Data Protection & Security
I aim to use AI tools in a manner consistent with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Where AI tools are used to process personal data, I take reasonable steps to:
Limit the personal data shared to what is necessary for the task.
Consider the security, privacy and data retention arrangements of the AI provider.
Use appropriate privacy and account settings where available.
Respect relevant client confidentiality agreements and data protection requirements.
Obtain any necessary client authorisation and ensure appropriate contractual arrangements are in place before processing personal data through additional AI services.
Review the suitability of AI tools when their use or capabilities materially change.
Where required, additional data processing agreements, assessments or safeguards will be addressed before AI tools are used to process client or customer personal data.
4. AI-Powered Meeting Notes & Transcription
I may use transcription and AI-powered summarisation features within meeting platforms such as Google Meet and Microsoft Teams.
These features may be used to capture meeting discussions, prepare summaries, identify decisions and create follow-up actions.
Where I enable these features, I take reasonable steps to ensure participants are appropriately informed and that any necessary permissions or agreements are in place.
Meeting recordings, transcripts and summaries are treated as confidential information and handled in accordance with applicable data protection requirements.
Where meetings take place within client-managed platforms, the storage, access and retention of recordings and transcripts may be governed by the client’s own settings and policies.
AI-generated transcripts and summaries may contain inaccuracies and are reviewed where appropriate before being relied upon.
5. AI Within Client Systems & Automations
Some client projects may involve implementing, configuring or managing AI-powered features within business systems.
These may include CRM platforms, marketing automation tools, customer service systems, workflow automations and other operational software.
Where AI forms a material part of a client project, its intended purpose and relevant data-handling considerations will be discussed with the client.
Any additional permissions, data protection arrangements or implementation requirements will be addressed as appropriate before the relevant AI functionality is activated.
Clients remain responsible for their own business decisions and for meeting their applicable legal obligations as the operators of their systems, while I remain responsible for fulfilling my agreed contractual and professional obligations.
6. Accuracy, Quality & Human Oversight
AI-generated content and recommendations are not always accurate, complete or appropriate.
I use my professional experience and judgement to review AI-assisted work and take reasonable steps to check its accuracy, relevance and suitability before delivering or implementing it.
AI does not independently make significant business decisions on behalf of clients without an agreed process and appropriate oversight.
The use of AI does not replace the strategic thinking, technical expertise or personal involvement that form part of my services.
7. Transparency & Client Preferences
I believe in being open about how technology is used within my work.
AI may be used as part of my normal working processes, and I do not routinely identify every instance where AI has assisted with an individual task.
However, I will discuss material uses of AI where they affect project delivery, confidentiality, personal data processing or agreed client requirements.
Clients are welcome to raise questions or discuss specific preferences or restrictions regarding AI usage.
Any agreed restrictions will be documented and respected as part of the working relationship.
8. Third-Party AI Providers
AI tools and features are provided by third-party technology companies, each with their own terms, privacy policies and security arrangements.
I take reasonable care when selecting and using these services, but I cannot guarantee the availability, accuracy or security of third-party platforms.
Where relevant, I review the provider’s published information and available settings to determine whether the tool is appropriate for its intended use.
9. Policy Updates
AI technology, industry practices and relevant regulations continue to evolve.
I may update this policy periodically to reflect changes in the tools I use, my working practices or applicable legal requirements.
The latest version will be available on my website.
10. Questions & Contact
If you have any questions about how AI is used within my services, or would like to discuss specific requirements for your business, please get in touch.
Nina Gordon
Online Business Manager & Operations Partner
Website: https://ninajgordon.com