At NeuroRocket, we may use AI tools to support administrative tasks, content drafting, and resource development. We take confidentiality, privacy, and professional judgement seriously, and this guidance explains how we use AI safely and responsibly.
This guidance is designed to complement our existing Privacy Notice and Data Protection policies. It provides practical guidance on how AI tools should be used within our work.
In our work, we regularly handle personal and sensitive information, including coaching discussions, workplace challenges, behavioural patterns, and professional observations.
AI tools process information by identifying patterns and generating responses based on the information they are given. This creates a risk that information may be shared more widely than intended, combined with other context, or reused in ways that are not appropriate.
Even when AI tools are secure, the main risk is often how information is entered, combined, interpreted, and reused.
For this reason, we take a cautious and controlled approach to AI use.
Our aim is not to avoid AI completely, but to use it safely, thoughtfully, and in a way that protects the people we support.
AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, Grammarly AI, and similar AI-supported tools may be used to support tasks such as:
These tasks generally do not require personal data and can help improve consistency, accessibility, and efficiency.
Without explicit client consent and appropriate safeguards, we do not enter:
Once information is entered into an AI tool, it may be processed externally or combined with other context in ways that are outside our control. Even anonymised information can sometimes become identifiable when combined with additional details.
Where AI tools are used within our work, we aim to minimise the amount of information shared and avoid the use of identifiable or sensitive client information wherever possible.
As a general rule, we do not use AI tools for detailed client-specific work, coaching records, or sensitive personal information.
If AI is used to support general planning, structure, or idea generation connected to our work, information should be anonymised, minimised, and focused on broad themes rather than personal details.
Professional judgement, confidentiality, and data protection responsibilities always remain with the individual using the tool.
Emails and written records often contain sensitive information, professional observations, and personal context.
As a general rule:
If AI is used in relation to written records or communications, all information must be anonymised and minimised so that individuals cannot reasonably be identified.
Using detailed client communications in AI tools can increase the risk of oversharing, loss of context, or inappropriate assumptions.
AI tools can occasionally produce inaccurate, incomplete, or overly general responses.
Responsibility for all final content and decisions remains with the individual using the tool.
This includes responsibility for:
AI does not understand the full context of an individual, organisation, or situation.
We encourage a cautious and thoughtful approach to AI use.
As a general principle, information should not be entered into AI tools if it could identify an individual or if sharing it would feel inappropriate outside of the working relationship.
Where AI tools are used, information should be minimised, anonymised, and handled with professional judgement and confidentiality in mind.
If there is uncertainty about whether AI is appropriate in a particular situation, further guidance should be sought before proceeding.
AI can be a useful support tool when used carefully and responsibly. Our aim is to balance innovation and efficiency with privacy, trust, and professional responsibility.
We are committed to using AI in a way that supports the people we work with while protecting confidentiality and maintaining high professional standards.