Introduction

Hoxton Workplace Partners Limited ("Hoxton", "we", "us", or "our") uses artificial intelligence tools in the course of our work. This policy explains how we use those tools, what personal data may be involved, and what your rights are.

Our legal basis for processing personal data through AI tools is: (a) consent, where we use AI meeting assistants, we always seek your consent before recording begins; and (b) our legitimate interests in delivering efficient, high-quality services to our clients, where we use writing, research, and document processing tools. Where we rely on legitimate interests, we ensure that our use of AI tools does not override your rights and interests.

This policy should be read alongside our main Privacy Policy. If you have any questions, please contact our privacy team.

What we mean by AI tools

For the purposes of this policy, AI tools include any software or service that uses artificial intelligence or machine learning to assist with tasks. At Hoxton, this currently includes tools in the following categories:

·       Meeting assistants: tools that join calls to transcribe, summarise, or generate notes from meetings and conversations

·       Writing and drafting tools: tools that assist with writing, editing, summarising, or generating text

·       Research and analysis tools: tools that assist with gathering, organising, or interpreting information

·       Document processing tools: tools that assist with reading, extracting, or analysing content from documents

The specific tools we use may change over time as technology develops. This policy is written to cover the categories above rather than named products, so that it remains accurate regardless of which specific tools are in use at any given time.

Meeting assistants and notetakers

Where Hoxton uses an AI meeting assistant to transcribe or summarise a meeting, we will inform all participants before the recording begins and ask for their consent. We will not use a meeting assistant if any participant objects. Meeting transcripts and summaries may contain personal data, including names, job titles, and the content of discussions. This data is:

·       Used solely for the purpose of capturing and sharing accurate meeting notes

·       Accessible only to Hoxton team members involved in the relevant engagement

·       Not used to train AI models by third-party providers, where we have the ability to control this

·       Retained only for as long as is necessary for the purposes of the engagement

Meeting transcripts and summaries are retained for the duration of the relevant engagement and deleted within 30 days of the engagement concluding, unless there is a specific reason to retain them for longer (for example, at the client's request or for legal purposes). If you participated in a meeting where an AI notetaker was used and wish to request deletion of the transcript or summary, please contact our privacy team.

Writing and research tools

We use AI writing and research tools to assist with drafting documents, preparing materials, and analysing information. When using these tools, we take care not to input personal data belonging to third parties unless it is necessary and appropriate to do so.

Where personal data is entered into an AI writing or research tool, we ensure that the tool is used in accordance with its provider's data processing terms and that appropriate safeguards are in place.

Document processing

We may use AI tools to assist with reading, extracting, or summarising content from documents. Where such documents contain personal data, we ensure that processing is limited to what is necessary and that the data is handled securely.

HUMAN OVERSIGHT

All outputs generated by AI tools are reviewed and validated by a member of the Hoxton team before being relied upon or shared. Hoxton does not deliver AI-generated work without human oversight.

Third-party AI providers

The AI tools we use are provided by third parties. Each provider operates under its own terms of service and privacy policy. Where a provider processes personal data on our behalf, we ensure that appropriate data processing agreements are in place.

We take reasonable steps to select providers who offer appropriate privacy controls, including the ability to prevent personal data from being used to train AI models. However, we cannot guarantee the practices of third-party providers and encourage you to review their policies where relevant.

Your rights

Where AI tools process your personal data, you have the same rights as set out in our main Privacy Policy, including the right to access, correct, or request deletion of your data.

You also have the right to object to the use of an AI meeting assistant in any meeting you attend. We will always seek your consent before using such a tool and will not proceed without it.

To exercise any of your rights, please contact our privacy team.

Changes

We may update this policy as our use of AI tools evolves. The current version will always be available on our website. We will notify relevant parties of any material changes that affect how their personal data is processed.