ClearlyThen Inc.’s AI Use Policy

At ClearlyThen Inc., we use both people and artificial intelligence (AI) tools to help us do our work. AI can help us write, edit, sort, and summarize information faster and more clearly — but it is our people who bring the professional insight, experience, and care that shape every analysis, conclusion, and recommendation we offer. We remain fully responsible for the quality and integrity of our work.

Purpose & Scope

This policy applies to all ClearlyThen employees, contractors, and collaborators who use AI tools in client or internal work. It describes how we use AI responsibly to support research, writing, analysis, and design — and the principles that guide our decisions about when and how to use it.

Our approach to data collection and protection is further described in detail in our Privacy Policy (available on our website).

How We Use AI

We use AI to assist with low-risk, efficiency-enhancing tasks — such as brainstorming, drafting, editing, formatting, and summarizing non-confidential information.

All AI-assisted work is reviewed and approved by a ClearlyThen consultant before it is shared or finalized. Human judgment and accountability always remain at the core of every deliverable.

What We Don’t Do

We never share or enter private or identifying client information into public AI tools.

We do not use AI to generate deceptive content, create unverified citations, or make professional judgments on our behalf.

We always verify facts, sources, and reasoning before any AI-assisted material is used in client work.

Our Principles

Progressive: We explore new tools that help us serve clients better, with an open and adaptive mindset.

Ethical: We protect privacy and accuracy in everything we do. Client trust is non-negotiable.

Thoughtful: We use AI carefully — to increase efficiency, improve quality, and reduce costs — but always with human oversight, judgment, and care.

Fair and Inclusive: We actively review AI-assisted outputs for bias, fairness, and accessibility, ensuring our work reflects ClearlyThen’s commitment to equity and inclusion.

Data Protection & Privacy

We classify client information as confidential and never upload it to public AI systems.

When we use AI tools, we ensure they have appropriate data protections in place — including disabling data sharing and model training whenever possible.

AI outputs and prompts containing client or project context are stored securely within ClearlyThen’s approved systems.

Client Consent for Recordings & Notetakers

We obtain explicit client consent before using any AI-based recording or notetaking tools.

If consent is not granted, no recording or transcription takes place.

When consent is granted, we do not keep full transcripts or audio recordings — only summary notes used for analysis or follow-up actions.

Exceptions apply only for formal research activities, such as focus groups or interviews, where separate agreements govern data retention and use.

Transparency

We believe in being open about where and how AI helps us.

When AI meaningfully supports our work — for example, in drafting, editing, or summarizing — we include a transparency note in our deliverables.

Continuous Learning

We know this technology is changing quickly. We review our practices regularly and train our team to stay current, capable, and responsible in how we use AI.

If you’d like to learn more or talk about how we use these tools, we’d welcome that conversation. We see this as a chance to learn with our clients as the field evolves. Contact us here.

Last updated: October 2025

Related Policies: ClearlyThen Inc. Terms of Use and Privacy Policy