Last updated: November 10 2025

Responsible Use of Artificial Intelligence and Transcription Tools

This policy formalises Cavendish Family Office (London)’s responsible use of artificial intelligence (AI) and automated transcription tools in client work.

It also ensures all staff and consultants operate transparently, lawfully, and ethically under the UK GDPR and the Data Protection Act 2018.

The purpose is to document how OpenAI (ChatGPT) and Otter.ai are used to enhance drafting accuracy, efficiency, and record-keeping, while maintaining full confidentiality and professional oversight. All outputs are reviewed by qualified personnel before external use, and no client data is ever shared for model training or external publication.

Purpose

To document the lawful use of artificial intelligence (AI) and automated transcription tools (OpenAI ChatGPT and Otter.ai) in client-related work, ensuring compliance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and professional-confidentiality duties.

Scope

Applies to all staff and consultants who use AI-supported platforms to assist with:

• Drafting correspondence, notes, reports, or research.
• Generating or refining text for internal use.
• Transcribing or summarising meetings and calls via Otter.ai.

Lawful basis for processing

Processing is carried out under the legitimate-interest basis (Article 6(1)(f) UK GDPR): improving accuracy, efficiency, and record-keeping while maintaining professional standards. No automated decision-making or profiling occurs.

Nature and purpose of processing

Personal data may include names, limited biographical or financial references, and discussion summaries. Data is used only for internal professional purposes and deleted when no longer required.

Data processors

• OpenAI (ChatGPT) – used for drafting and analytical support.
• Otter.ai – used for meeting transcription and note-taking.

Both operate under appropriate data-transfer safeguards, including Standard Contractual Clauses and encryption in transit and at rest.

Confidentiality and controls

• Only anonymised or minimal personal data is entered into AI systems.
• Outputs are reviewed by a qualified professional before use.
• Transcripts and chat records are stored securely and deleted on expiry of the relevant retention period.
• Data is not used for model training or external publication.

Client transparency

Clients are informed in engagement documentation and via email footer that AI-based tools are used for internal professional support. They may request exclusion from such processing or exercise their data-subject rights (access, rectification, erasure, restriction).

Retention

Otter.ai transcripts are retained in accordance with the firm’s record-keeping policy and deleted once the client matter closes or earlier if requested. ChatGPT conversation material is deleted after drafting or final review.

Responsibility

The Data Protection Officer (me) is responsible for oversight of AI-related data processing and for responding to any data-subject or regulator enquiries.

Review

This policy will be reviewed annually or following any change in technology, provider, or regulatory guidance.