AI & Automated Systems

This notice explains the Group-level principles we apply when artificial intelligence, machine learning, large language models, rules engines or other automated systems support our websites, internal operations or services.

Individual products and subsidiaries may publish more specific notices where their use of AI differs or where additional legal information is required.

• human accountability remains with the responsible legal entity and its people;
• AI outputs are treated as fallible and should be verified according to the risk of the task;
• personal and confidential data should be minimised and handled under applicable privacy obligations;
• access controls, logging and supplier governance should reflect the sensitivity of the system;
• automation should not be presented as human review when meaningful human review has not occurred; and
• higher-impact uses require proportionately stronger safeguards.

Depending on the relevant Group company or service, AI may support drafting, summarisation, classification, research assistance, software development, workflow routing, customer support, candidate or business-data processing, quality checks, analytics and other administrative or technical tasks.

The fact that AI may assist a process does not mean every output is generated automatically or that AI is the sole basis for a decision.

Where third-party AI or cloud providers are used, data handling depends on the relevant configuration, contract and service. We assess suppliers and configure services with regard to confidentiality, security, data-protection requirements and the purpose of the processing.

Personal data processed through AI-enabled systems remains subject to our Privacy Policy and any service-specific privacy notice.

AI systems can generate inaccurate, incomplete, outdated, biased or fabricated outputs. They can also misunderstand context. No output should be treated as guaranteed fact merely because it was produced by an automated system.

The level of verification required should reflect the consequences of error. Material legal, financial, regulatory, employment, safety or other high-impact conclusions should not rely on unverified AI output.

We do not intend to make solely automated decisions producing legal or similarly significant effects on individuals unless the processing is lawful and the relevant safeguards, notices and rights are provided.

Where AI supports a significant decision, the responsible team should apply meaningful human judgement appropriate to the circumstances rather than treating the model output as determinative.

AI-enabled services must not be used to facilitate unlawful discrimination, deception, fraud, impersonation, evidence fabrication, unlawful surveillance or other prohibited conduct. Our Acceptable Use Policy contains additional restrictions.

Users and staff should not assume that AI-generated material is automatically free of third-party rights or suitable for public use. Confidential, proprietary and personal information should only be submitted to systems authorised for that data and purpose.

AI systems are incorporated into our wider security and incident-management approach. Depending on risk, controls may include access restriction, secret management, provider controls, logging, review gates, testing and the ability to disable or isolate functionality.

Questions about AI-assisted processing can be sent to contact@theraeburngroup.com. Privacy rights relating to personal data are explained in the Privacy Policy.