AI Policy

Effective Date: 9 October, 2025
Last Updated: 9 October, 2025

How We Use AI

We use AI tools at specific stages of our work:

Research and analysis
AI helps us scan large volumes of information, identify patterns, and surface insights from market data, industry trends, and strategic frameworks.

Structuring and outlining
AI assists in organising complex information into coherent frameworks and report structures.

Draft generation
AI produces initial drafts of reports, presentations, and strategic documents based on our analysis and direction.

Editing and refinement
AI supports editing for clarity, consistency, and readability.

What AI does not do:

Make strategic recommendations without human judgment
Interact directly with clients
Access your data without our direct input and oversight
Produce final deliverables without thorough human review and revision

Data Protection and Confidentiality

Client information security
We treat your confidential information with the same rigor regardless of the tools we use:

Anonymisation
We anonymise all client data before inputting it into AI tools unless you provide explicit written approval otherwise. This means removing company names, individual names, financial specifics, and identifying details.

Controlled access
We use paid, professional-grade AI platforms with enhanced data protection:

Training opt-out enabled (your data does not train AI models)
Privacy mode enabled where available
Enterprise-grade security protocols

No raw document uploads
We do not upload complete client documents to AI platforms. We input summarised, anonymised information only.

Data retention
We delete sensitive AI project data within 30 days of engagement completion. We maintain AI chat transcripts for 12 months as part of our quality assurance process, then permanently delete them.

Platform selection
We currently use Claude (Anthropic), ChatGPT (OpenAI), and Gemini (Google) with privacy settings configured to maximise data protection.

Regulated industries
If you operate in a regulated sector (finance, healthcare, government contracting), we will:

Discuss your specific AI disclosure and data handling requirements
Adjust our processes to meet your compliance obligations
Document our AI usage for your audit requirements
Obtain explicit approval before using AI tools on your engagement

Quality Assurance

Human oversight at every stage
Every deliverable undergoes rigorous human review:

Fact-checking
We verify all AI-generated data, statistics, and claims against primary sources.

Strategic judgment
We assess all recommendations through the lens of your specific context, competitive environment, and organisational culture.

Original thinking
We add insights, frameworks, and perspectives that reflect deep industry knowledge and consulting experience.

Version control
We maintain clear documentation of our review and revision process using Google Docs version history, showing the progression from draft to final deliverable.

Your Rights and Choices

Transparency
You can ask about AI usage on your engagement at any time. We will provide specific details about which tools were used and for what purpose.

Opt-out
You can request that we not use AI tools on your engagement. This may affect project timelines and pricing, which we will discuss openly.

Access
You can request copies of our AI usage documentation for your records or compliance requirements.

Questions
If you have concerns about AI use, data protection, or quality assurance, contact us directly at richard@reqlarity.co

Controls and Compliance

We maintain the following controls to ensure responsible AI use:

Technical controls:

Privacy settings enabled on all AI platforms
Training opt-out configured
Anonymisation protocols for all client data
Secure deletion procedures for sensitive project data

Process controls:

Fact-checking all AI-generated content against primary sources
Human review and revision of all drafts
Version control documentation
Client approval processes for raw data inputs

Documentation controls:

AI usage logs maintained for 12 months
Version history retained in Google Docs
Engagement-specific data handling agreements where required

Professional standards:

Adherence to consulting industry best practices
Compliance with New Zealand Privacy Act 2020
Alignment with emerging AI governance frameworks

Policy Updates

AI technology and regulatory guidance change rapidly. We review this policy quarterly and update it as needed to reflect:

New data protection requirements
Changes in AI platform capabilities and security
Evolving industry standards
Client feedback and concerns

We will notify active clients of material policy changes that affect their engagements.

Questions or Concerns

This policy aims to build trust through transparency and accountability. If you have questions about our AI practices, want to discuss your specific data protection requirements, or need documentation for your compliance processes, please contact:

Richard Quin
Founder
richard@reqlarity.co
+64 27 4981394

About This Policy

This policy governs the use of AI tools in Reqlarity's practice. It applies to all client engagements, research projects, and deliverables produced after the date published (see top of page). This policy supplements our standard terms of engagement and confidentiality agreements.