Legal
AI Use Policy
How Compleation Limited uses artificial intelligence, what we never use it for, and how we protect your information when we do.
We use AI tools to work more efficiently. We do not use them to replace judgement, accountability or the person you are dealing with.
The short version
Four things to know.
The detail is below. If you read nothing else, read these.
A person is accountable
Nothing goes out unchecked.
All client work is reviewed, finalised and taken responsibility for by Kirsten Winter personally.
Your information
We limit what AI sees.
We put only what is needed into AI tools, remove identifying details where practical, and choose tools with strong privacy settings.
No automated decisions
AI does not decide about people.
We do not use AI to make decisions about individuals, or to profile them.
You can ask
Plain answers, any time.
Ask whether AI was used on a piece of work, or raise a concern, through the contact form.
On this page
Find what you're looking for.
01What this policy covers
Open about how we use AI.
Compleation Limited (“we”, “us” or “our”) believes you should know when and how artificial intelligence is part of our work. This policy applies to all websites and digital services we own and operate, including the two below, any associated sales or funnel pages and domains, and the services we deliver to clients.
Website one
workingwithkirstenwinter.com
Our governance, compliance and admin services site, for established businesses, committees, societies and boards.
By “AI tools” we mean software that generates, summarises, transcribes or analyses text, images, audio or video, including generative AI assistants. This policy sits alongside our Privacy Policy, which explains how we handle personal information more broadly.
02Where we use AI
Where AI helps, and where it does not.
AI is a support tool. People do the thinking, the writing and the signing off.
Written content
Research, outlines and grammar
AI helps with research, outlining and grammar checks. A person finalises everything we publish.
Visual assets
Mostly made by hand
Most of our visuals are created manually. AI occasionally helps edit existing images rather than generating new ones.
Audio and video
Transcription and post-production
AI may transcribe recordings or assist with post-production. Voiceovers and on-camera content feature real people unless we say otherwise.
Education and strategy
Structure and brainstorming
AI can help structure outlines and brainstorm ideas. Our recommendations reflect professional experience and an understanding of your situation.
Client work
Groundwork only
AI tools may support some groundwork, such as drafting or tidying documents. Governance, compliance, financial and admin work is reviewed and finalised by Kirsten personally.
What AI does not do
Sign off, decide or advise
AI does not sign off our work, make decisions about people, or stand in for professional judgement.
03Our content labels
Three labels, so we stay honest.
We classify our content internally using three labels. Anything AI-driven is clearly labelled where you can see it.
Created entirely without AI.
Researched, written, designed and finished by a person, with no AI involved at any stage.
AI plays a secondary role.
AI assists with part of the work, under significant human oversight. A person makes the decisions and owns the result.
AI did most of the work.
This is rare, and when it happens it is clearly labelled.
04Who is accountable
A person stands behind everything.
All governance, compliance, financial and administrative work delivered to clients under Compleation Limited is reviewed, finalised, and taken responsibility for by Kirsten Winter personally. Using an AI tool does not change who is responsible for the work, or who you deal with.
- Nothing is farmed out to a stranger, and nothing is left half-done.
- If AI contributes to a piece of work, a person has checked it before you see it.
- If you have a question about a piece of work, you ask us, not a tool.
05Protecting your information
What goes into AI tools, and what does not.
Personal and confidential information deserves care, especially when a tool is involved.
Only what is needed
Kept to a minimum
We enter personal or confidential information into an AI tool only where the work needs it.
Identifying details out
Removed where practical
Where we can, we take out names and other identifying details before anything goes into a tool.
Tools chosen with care
Privacy settings on
We use tools with business-level privacy settings, and use those settings to limit how our inputs are kept and whether they are used to train a provider's models.
Extra care
Sensitive information
Sensitive information, and information about children, gets extra care and stays out of AI tools unless there is a clear need.
We cannot control how a provider handles information once it is entered into its tool. That is why we look at a provider's published privacy and security commitments before we use a tool, and review them from time to time.
Where we work inside your own systems, such as Xero and Microsoft 365, your records stay where you keep them. You keep ownership of your records at all times.
06Overseas processing
AI tools often work overseas.
Many AI tools process or store information outside New Zealand, including in the United States. Before we send personal information to a tool that does this, we take reasonable steps to make sure it will be protected to a standard comparable to the New Zealand Privacy Act, for example by choosing established providers with published security and privacy commitments.
If we cannot be satisfied of that, we will not send the information, or we will tell you and ask for your permission first. Our Privacy Policy explains more about overseas storage.
AI can help with the groundwork. It never takes responsibility for the work.
Compleation Limited · Since 200807Accuracy and review
AI can be wrong, so a person checks.
AI tools can produce text that sounds confident and is wrong, out of date or biased. We do not rely on AI output without checking it.
- A person reviews AI-assisted work before it is used, published or delivered.
- Facts, figures, dates and references to legislation are checked against reliable sources.
- Professional judgement, and the final wording, always stay with us.
- If we find an error in something we have delivered, we correct it and tell you.
08Decisions about people
No automated decisions about individuals.
We do not use AI to make decisions about individuals, or to build profiles of them. That includes decisions about enquiries, clients, staff, committee members or families in the organisations we support.
If that ever changed, we would update this policy first, and tell the people affected.
09Your choices and rights
You can ask, and you can say no.
You are entitled to plain answers about how AI touches your information and your work. You can:
- Ask whether AI was used on a piece of work we have done for you.
- Tell us if you would rather we did not use AI tools with your information. We will talk it through and agree what works.
- Ask to see, or correct, the personal information we hold about you, under the Privacy Act 2020.
- Raise a concern with us, so we can put it right.
Use our contact form and start your message with “AI Use Policy”. We will respond as soon as reasonably practicable, and within 20 working days for access and correction requests. If you are not satisfied, you can also complain to the Office of the Privacy Commissioner at www.privacy.org.nz or on 0800 803 909.
10If something goes wrong
If a tool gets it wrong.
If an AI tool is involved in a privacy breach that is likely to cause serious harm, the Privacy Act 2020 requires us to notify the Office of the Privacy Commissioner and the people affected as soon as practicable. We will do that, and we will tell you what happened and what you can do about it.
If an AI tool produces something inaccurate or inappropriate that reaches you, tell us and we will fix it.
11Changes to this policy
Reviewed as the tools and the law change.
AI tools, and the rules around them, are changing quickly. We review this policy regularly, and whenever we start using a new kind of AI tool or the law changes. The current version is always on this page, with the date it was last updated at the top.
This policy sits alongside our Privacy Policy and Terms and Conditions.
12Contact us
Questions about how we use AI?
Send us a message through our contact form and start it with “Query on AI Use Policy”, so it reaches the right place straight away.
Policy owner: Kirsten Winter
Company: Compleation Limited
Location: Te Puke, Bay of Plenty, New Zealand
Still have questions?
We are happy to explain.
If anything on this page is unclear, ask. A plain answer is part of the service.
Work with Kirsten
Hand it off. Consider it done.
Governance, compliance and admin support for businesses, committees, societies and boards - done by me, never handed off. Book a call and we will talk it through.