AI Policy

1. About this policy

Valome Media Ltd is a private limited company registered in England and Wales (company number 17539032).

Registered office: 34 Benbow Avenue, Eastbourne, England, BN23 6EB Email: hello@valomemedia.com

We use AI-assisted tools to support parts of our work and provide certain online features. This policy explains those uses and their limitations.

It should be read alongside our Privacy Policy, Terms of Service and, where applicable, the client’s Data Processing Addendum.

2. How we use AI

Depending on the task and agreed service, AI may assist with:

• Research, planning, drafting and development.
• Website copy, code, metadata and other project materials.
• Document text extraction and search.
• Summaries of written notes or enquiries.
• Internal project administration and business information.
• Responding to visitors through our website assistant.
• AI-enabled client functionality expressly included in a project.

Not every activity or client project uses AI.

We do not record or automatically transcribe our telephone calls. Written notes may be used in internal AI-assisted work where appropriate.

3. Website assistant

The website assistant is an automated AI system, not a person.

Your messages and relevant conversation history are sent to a contracted AI service to generate responses. Responses are delivered automatically and are not individually reviewed by a person before you see them.

The assistant provides general information about Valome Media. Its messages are not binding quotations, acceptance of work or guarantees of price, delivery or results.

For a confirmed answer or project discussion, email hello@valomemedia.com.

Do not enter passwords, payment-card details, sensitive personal information or confidential documents into the chat.

4. Internal AI assistance

Our internal system may use AI to extract text from documents, search relevant records, summarise information and assist staff.

Depending on the feature, processing can involve document contents, extracts, notes, enquiries and relevant project or financial information.

Authorised staff decide when to use these features and remain responsible for considering confidentiality, necessity and applicable client instructions. There is no general self-service exclusion setting for individual records.

A decision to use an AI tool does not override a client’s agreed processing instructions or remove the need for appropriate supplier authorisation and safeguards.

5. Human oversight and actions

AI-assisted project work is subject to human judgement and review appropriate to the task before delivery.

This differs from live automated features such as website chat. Where an agreed client workflow produces outputs automatically, the project scope should explain the automation, limitations and applicable safeguards.

Internal AI-proposed actions that change records require authorised staff confirmation. We do not use our internal assistant to make solely automated decisions with legal or similarly significant effects about individuals.

6. Information sent to providers

We aim to use the minimum information needed and remove unnecessary identifying details where practical.

Information may be transmitted through contracted AI platforms or gateways to underlying model providers. Applicable suppliers, processing locations, retention and training arrangements depend on the service and contractual terms.

We do not promise that all AI requests have zero retention or are anonymous. Information may be retained for service operation, security or other purposes under the applicable arrangements.

Before using personal or confidential client information with an AI provider, we must assess the purpose, applicable contracts, security, retention, international transfers and any required client authorisation.

We do not independently use client personal information to train our own general-purpose AI models.

7. Client information and instructions

Where we act as a processor, AI use involving client personal information is subject to the agreed DPA and processing schedule.

Clients must not supply special-category information or criminal-offence information for AI processing unless expressly agreed with appropriate safeguards.

If you have restrictions on AI use, raise them before the work begins. We will assess whether the service can be delivered within those restrictions and agree any changes in writing. We do not promise that every requested technical restriction can be implemented.

8. Accuracy and limitations

AI can produce inaccurate, incomplete, biased or inappropriate material.

We apply review and safeguards appropriate to our role, but AI outputs should not be assumed correct merely because they appear confident.

You should review business-specific facts, claims, pricing and regulated information when approving deliverables. This does not remove our responsibility to exercise reasonable care and skill.

Our AI features do not provide professional legal, medical, financial or regulatory advice.

9. Ownership

Ownership of deliverables follows the accepted proposal and Terms of Service.

We transfer intellectual property rights we own in agreed bespoke deliverables once the relevant fees are paid, subject to third-party rights and licences.

We cannot guarantee that every AI-generated element attracts copyright, is exclusive, or will never resemble another output.

10. Retention and rights

Website chat uses browser session storage with a Clear chat control. Provider-side processing is separate from local storage.

Internal AI histories, extracted text and summaries form part of our records and are subject to appropriate retention and deletion arrangements.

Our Privacy Policy explains your data-protection rights. Where we process information for a client, requests may need to be handled through that client.

11. Questions and updates

Contact hello@valomemedia.com with questions about AI use in a project or concerns about an output.

We update this policy when our practices materially change. Contractual changes affecting an existing client remain subject to the relevant agreement.