AI Use Policy

1. The AI Tools We Use

We currently use the following AI tools in our business:

2. What We Use AI For

AI tools support our work in the following ways:

• Session preparation — reviewing notes and preparing focus areas before coaching calls
• Summarising call transcripts — creating concise records of session content for our own use
• Content creation — drafting social media posts, emails, newsletters, and written resources
• Internal document drafting — preparing business documents, SOPs, and templates
• Research — gathering background information on topics relevant to our coaching work
• Business automations — building and improving internal workflows and systems

AI tools support our work. They do not replace our judgement, our coaching, or our relationship with you.

3. Human Review and Accountability

Nothing created with AI assistance is published, sent, or used with clients without direct human review and approval by Mel Stibbs or an authorised team member.

This applies to all content including social media posts, emails, newsletters, and any client-facing materials. AI assists in drafting. A human makes the final call. Always.

Where contractors assist with content creation using AI tools, the same standard applies. All output is reviewed and approved by Mel before use.

4. How We Protect Your Information

4.1 What we never input into AI tools

We have strict rules about what information is never entered into any AI tool:

• Full names, email addresses, phone numbers, or other identifying contact details
• Financial information of any kind
• Medical or clinical information
• Sensitive health information including specific details of ADHD diagnoses, mental health history, or medical conditions
• Any information that could identify a specific client in combination with other details

4.2 What we may use

Where we use AI to assist with session preparation or note summarising, we may use:

• First names only — never full names
• General descriptions of business challenges or situations, with identifying details removed
• Zoom AI transcripts which are processed within Zoom's own secure environment

4.3 Data privacy settings

For Claude and ChatGPT, we hold paid plans with data privacy settings enabled. This means our inputs are not used to train those AI models.

For Perplexity and Gemini, no client information is entered. These tools are used for general research and statistics review only.

For Zoom AI, transcription data is handled within Zoom's platform and subject to Zoom's privacy policy available at zoom.us/privacy.

5. AI and Coaching Sessions

ADHD Village coaching sessions may be transcribed using Zoom AI. This means an automated transcript and summary of your session may be generated.

You will be informed at the start of any call where AI transcription is in use. You have the right to ask that transcription be turned off for your session. This will not affect the quality or availability of your coaching.

Transcripts are used by Mel to prepare for future sessions, maintain accurate notes, and provide you with continuity of support. They are not shared with third parties except as described in our Privacy Policy.

Transcripts are stored securely and access is limited to authorised personnel only.

6. AI-Assisted Content

Some of the content ADHD Village publishes — including social media posts, emails, and written resources — may be drafted with AI assistance.

All AI-assisted content reflects Mel's voice, values, and expertise. It is reviewed, edited, and approved by Mel before publication. We do not publish AI-generated content that has not been reviewed and approved by a human.

We do not use AI to generate false testimonials, fabricated case studies, or misleading claims about our services or results.

7. Our Commitments

We commit to the following in our use of AI:

• We are transparent about using AI tools in our business.
• We never use AI to replace the human relationship at the heart of our coaching work.
• We never input sensitive client health or financial information into AI tools.
• We always review AI-generated content before it is used or published.
• We use paid, privacy-enabled plans for tools that process any work-related content.
• We keep this policy updated as our AI use evolves.

8. Updates to This Policy

AI tools and our use of them will evolve over time. We will update this policy when we add new tools, change how we use existing tools, or when relevant laws or best practices change.

The version number and date at the top of this document will reflect the most recent update. We recommend reviewing this policy periodically.

For any questions about our use of AI, please contact us at [email protected].