AI Policy
Last updated: June 2026
Elements OBM ("we", "us", "our") uses artificial intelligence (AI) tools as part of how we run our business and deliver services to clients. This policy explains how and why we use AI, what it means for your data, and the safeguards we have in place. It should be read alongside our Privacy Policy.
We are based in the UK and comply with UK GDPR and the Data Protection Act 2018 in how we use AI.
1. Why We Use AI
We use AI tools to work more efficiently and deliver a better service, including:
Drafting, cleaning up, and formatting written communications (for example, turning voice notes into polished messages)
Taking notes, summarising, or assisting with transcription of discovery calls and client meetings
Supporting research, planning, and administrative tasks
General operational support across the business (e.g. templates, documentation, internal systems)
AI is a tool we use to support our work = it does not replace human judgement in how we run our business or manage client relationships.
2. What AI Tools We Use
We currently use tools including, but not limited to:
Claude (Anthropic) - for drafting, summarising, and editing communications and documents
Zoom - for call hosting, and any AI-assisted transcription, recording, or note-taking features it offers
Loom - for recording and any AI-assisted transcription or summarisation features it offers
ClickUp - for project management, and any AI-assisted features within the platform
This list isn't exhaustive - we may use other AI tools or features as part of our workflow, and we update our practices as tools evolve. If you'd like the current full list at any time, just ask.
3. How This Affects Your Data
Discovery calls and meetings - if a call is recorded and/or processed using an AI transcription or note-taking tool, we'll tell you before or at the start of the call. You can ask us not to record or use AI on your call at any point, no explanation needed.
Client information in AI tools - where we use AI to help draft communications or summarise notes, we only input what's necessary and avoid sharing more personal or sensitive information than needed.
Our AI providers as data processors - where we use third-party AI tools, we've checked their data processing terms. Providers acting as our processors are contractually restricted from using your data to train their own models (where such terms are offered) and from using it for anything beyond providing the service to us.
International transfers - some AI providers are based outside the UK, most commonly the US. Where this applies, we ensure an appropriate legal safeguard is in place (such as the UK International Data Transfer Agreement or reliance on an adequacy decision) before any data is transferred.
4. Human Oversight and Decision-Making
We do not use AI to make solely automated decisions about you that produce legal or similarly significant effects. Any decisions affecting your account, pricing, contract terms, or service delivery are made - or reviewed and approved - by a person, not an algorithm.
If this were ever to change, we would update this policy, tell clients directly, and put in place the safeguards required under UK GDPR (including the right to a human review and the right to contest a decision).
5. Accuracy
AI tools can occasionally get things wrong (sometimes called "hallucinating"). We review AI-assisted output before it's used or sent, and we do not rely on AI output as a sole source of truth for anything factual, financial, or contractual. If you ever spot something in our communications that looks AI-generated and inaccurate, please flag it to us - we'd genuinely rather know.
6. Client Responsibility for AI-Generated Content
Where we use AI tools to help produce content, copy, communications, or other materials on your behalf, that output is a starting point created with the assistance of AI - not a guaranteed final product.
It is your responsibility to review, check, and approve any AI-assisted content before it is used, published, or relied upon.
We do not guarantee the accuracy, completeness, or outcomes of any AI-generated or AI-assisted content.
We are not liable for any errors, inaccuracies, or consequences arising from AI-generated content that you have reviewed and approved, or that you choose to use without full review.
No specific outcomes or results are guaranteed from the use of AI as part of our services.
If you spot anything in AI-assisted content that looks incorrect, please flag it to us but final sign-off and responsibility for what's published or acted upon sits with you as the client.
7. Your Choices
You can ask us at any time to:
Tell you which AI tools have been used in relation to your data
Opt out of AI-assisted call recording, transcription, or note-taking
Have your data excluded from any AI-assisted process where practical to do so
This won't affect the quality of service you receive, it may just mean we take notes the old-fashioned way.
8. Keeping This Policy Current
AI regulation in the UK is evolving - the ICO is expected to publish a statutory Code of Practice on AI and Automated Decision-Making, and related guidance continues to develop. We'll review and update this policy as our tools, and the law, change.
9. Contact Us
If you have questions about our use of AI, or want to exercise any of the choices above, contact:
Elements OBM - 121 Lansdowne Rd, Cardiff, CF5 1PS hollie@elements-obm.co.uk