Artificial Intelligence (AI) Use Policy

Effective date: 10 December 2025

This Artificial Intelligence (AI) Use Policy (“Policy”) explains how Video Confidence Coach (“Video Confidence Coach”, “we”, “us” or “our”) uses AI tools in our business and with our clients. It is based on a general internal AI policy template and adapted for a small business operating from Victoria, Australia.

Our aims are to:

use AI in a careful and transparent way

protect client information and privacy

support fair and inclusive communication

keep a human in charge of all client-facing decisions.

This Policy applies to:

Zoë as business owner

any staff, contractors, collaborators or virtual assistants who work with Video Confidence Coach.

any use of AI tools in our work, on our website, in our content and with our clients.

1. Purpose and scope

AI is one of the tools we use to help with:

drafting and editing written content

brainstorming ideas and structures

organising information and notes

basic research and planning

captioning or transcribing audio and video (where appropriate).

This Policy sets out how we will and will not use AI when:

working with clients

handling client information

publishing content and marketing materials

managing our internal systems and processes.

We treat AI as a support tool. It does not replace human judgment, coaching, or the relationship we have with clients.

2. Principles for AI use

We use AI in line with the following principles:

2.1 Transparency

Where AI has played a material role in creating content (for example, a draft document or resource for a client), we aim to be open about this where it is relevant.

All AI-generated outputs are reviewed and edited by a human before they are used with clients or published.

2.2 Human oversight

AI does not make final decisions about clients, pricing, acceptance into programs, or suitability for services.

A human is always responsible for the final decision and for checking that outputs are appropriate and accurate.

2.3 Respect for privacy and confidentiality

We limit what client information is entered into AI tools and take care to avoid identifying individual clients unless we have a secure, contract-backed arrangement with a provider.

We follow our Privacy Policy when using AI tools that process any personal information.

2.4 Fairness and inclusion

We take reasonable steps to avoid using AI in ways that reinforce harmful stereotypes or unfair treatment of individuals or groups.

If AI outputs appear biased, inappropriate or discriminatory, they are discarded or corrected.

3. Approved AI uses and tools

3.1 Approved uses

We may use AI tools to support:

drafting or editing written content such as:

blog posts, articles and newsletters

podcast show notes and titles

social media posts and email campaigns

internal templates and checklists

summarising long documents or transcripts (for example, meeting or webinar notes)

generating ideas for topics, headings, hooks or questions

basic language editing (spelling, grammar, clarity and structure)

organising non-sensitive internal notes and processes

captioning or transcribing audio or video content where we have the right to do so.

These uses are always subject to human review.

3.2 Types of tools

We may use:

general-purpose AI writing assistants

transcription and captioning tools

AI features inside our CRM, email or scheduling software

AI-powered analytics inside social or content platforms.

Exact tools may change over time. We aim to choose providers that are reputable and have clear privacy and security settings.

3.3 Unapproved uses

The following uses of AI are not permitted:

using AI to impersonate a client or another person

creating deceptive content such as deepfakes or fake testimonials

using AI to send bulk spam or misleading messages

relying on AI output as legal, tax, medical or mental health advice

using AI systems that do not have basic security and privacy controls in place.

4. Client data, privacy and security

4.1 What client data may be used with AI

We may enter the following types of information into AI tools:

anonymised or generalised client descriptions (for example, “a small business owner in professional services”)

non-identifying notes about business goals, marketing questions or content topics

de-identified excerpts of transcripts or notes where names and specific details are removed or masked

content that the client has approved to be used publicly (for example, a published bio) for the purpose of editing or restructuring.

4.2 What client data will not be entered into public AI tools

We will not intentionally enter the following into public or consumer AI tools:

full names combined with contact details such as email, phone number or address

payment information or financial details

identification documents or government numbers

health or medical information

confidential contracts, proposals or internal client business documents

private coaching notes that include sensitive personal details or identifiable information.

If a tool is contract-backed, allows enterprise-level privacy controls, and is subject to a written data processing agreement, we may use a wider set of information in line with that agreement and our Privacy Policy.

4.3 Data storage and providers

We aim to choose AI providers that explain where data is stored and how it is used.

Where possible, we use settings that limit data retention or training on our prompts and outputs.

We do not knowingly grant AI providers the right to publicly reuse or publish our client content.

5. Content quality and accuracy

AI outputs can be incorrect, incomplete or out of date.

We therefore:

treat AI output as a draft or suggestion, not a final answer

fact-check important details, dates, figures or references before publishing or using them with clients

review tone and wording to ensure that content is accurate, respectful and suitable for our audience.

Clients should not treat any AI-assisted content as professional advice in legal, financial, tax, medical or mental health areas. Where needed, clients should seek advice from qualified professionals.

6. Impact on work and roles

Video Confidence Coach is a small business. AI is used to:

reduce repetitive administrative work

assist with drafting and editing content

free up more time for human coaching and creative work.

AI is not used to:

replace the personal relationship between Zoë and her clients

remove human review from client-facing decisions

fully automate client communication without oversight.

If the business grows, any assistants or contractors will be trained in this Policy before using AI tools on our behalf.

7. Responsibilities and training

7.1 Owner and team responsibilities

Everyone using AI on behalf of Video Confidence Coach must:

follow this Policy and the Privacy Policy

keep login details and access to AI tools secure

take care when entering client information into any system

report any suspected data issue or breach as soon as possible.

7.2 Training and awareness

As AI tools and rules change:

we will review how AI is used in the business

we will adjust practices to stay in line with privacy, security and fairness expectations

anyone working with us will be informed of important changes that affect their work.

8. Misuse and breaches

Examples of AI misuse include:

entering confidential client or business data into unapproved or unsecured AI tools

using AI to generate harmful, discriminatory or deceptive content

failing to review AI outputs before using them with clients or the public

ignoring this Policy or the Privacy Policy when using AI tools.

Misuse may result in:

removal of access to specific tools

termination of a contractor relationship or collaboration

further action if required by law or professional standards.

If you believe that AI has been used in a way that has affected you or your data, you should contact us using the details below.

9. Review of this Policy

This Policy will be reviewed regularly, including when:

there are changes to privacy or data protection requirements that affect AI use

there are material changes in the tools we use

feedback from clients or collaborators suggests updates are needed.

Updated versions of this Policy will be published on our website or made available to relevant parties.

10. Contact

If you have any questions or concerns about how we use AI, please contact:

Video Confidence Coach
Creative Engine Level 2 81 Ryrie Street
Geelong Victoria 3220

Email: [email protected]

We will aim to respond within a reasonable time.