AI Use Policy.

01What this covers

This policy applies to the use of AI-assisted tools within Straxa Advisory — for our own practice operations and, where relevant, as part of client engagements. It sits alongside our Privacy Policy and Data Protection Policy.

AI tools here means software that uses machine learning or large language models to assist with tasks such as drafting, summarising, analysing, or transcribing — whether used directly by us or recommended as part of a client engagement.

02How we use AI in our practice

We use AI tools to support our work — drafting, research, note-taking, and analysis. The purpose is to work more efficiently so we can spend more of our time on the thinking and judgment that actually helps clients.

AI tools are used in the background of how we operate, much like any other professional tool. They do not replace professional judgement. Every piece of work that leaves this practice — whether advice, a report, or a response to you — has been reviewed and is owned by a qualified person.

03Meeting recording and transcription

We may use software that automatically transcribes or takes notes during meetings and calls. This helps us keep accurate records and focus on the conversation rather than on note-taking.

We will always tell you before recording or transcribing a meeting. If you would prefer a meeting not to be recorded or transcribed, simply say so — we will accommodate that without question. You can also ask us at any point what notes we hold from a meeting.

Notes and transcripts from client meetings are held securely and used only for the purposes of the engagement. They are not shared with third parties except where required to deliver the service (for example, a colleague reviewing work on the engagement).

04How we handle your information in AI tools

We take care about what goes into AI tools. In practice this means:

• We do not input identifiable client information into AI tools that do not have appropriate privacy and data protection commitments.
• Where a tool processes personal or business-sensitive data, we satisfy ourselves that it meets appropriate standards before use — including reviewing data processing terms and, where required, entering a data processing agreement.
• We apply professional judgement about what information is appropriate to use with any given tool, at every step.

This is consistent with the standards we apply across all our systems and processors — as set out in our Data Protection Policy.

05Human oversight

AI does not make professional decisions on your behalf, and we do not present AI-generated output to clients as if it were our own work without review. The following applies to everything we do:

• All advice, analysis, or recommendations are reviewed by a qualified professional before delivery.
• Where AI has materially contributed to a piece of work, the output is treated as a draft and reviewed with the same care as anything else we produce.
• We remain accountable for everything we deliver. AI does not alter that accountability.

06Your options

You are entitled to ask us about how AI tools are being used in your engagement. You can also request that specific AI-assisted practices — such as meeting transcription — are not used in your engagement. We will accommodate reasonable requests without affecting the quality of service.

This policy will be updated if our practices change in ways that are material to clients. The current version with its effective date will always be available on this page.