1. Purpose of This Policy

This AI Policy outlines how Natalie Meyer Coaching uses artificial intelligence tools safely, responsibly and transparently within her time-management and work–life balance coaching practice.
The purpose is to protect client confidentiality, ensure responsible use of technology, and maintain high professional standards in line with UK GDPR and good ethical coaching practice.

2. Scope

This policy applies to:

• The business owner (Natalie Meyer) – the sole authorised user of AI tools in the organisation.
  
  
  

• All work involving AI tools, including note-taking, content drafting, research, brainstorming, and coaching-related analysis.
  
  
  

• All client interactions, data, and materials processed with AI support.
  
  
  

No other staff or contractors currently use AI on behalf of this business.

3. Approved Uses of AI

AI may be used for the following purposes:

3.1 Note-taking & Call Support

• AI tools (e.g., Zoom AI, Fathom) may take notes or generate summaries of video calls.
  
  
  

• These notes are used for session record-keeping and to support continuity of coaching.
  
  
  

3.2 Content Creation & Drafting

• Drafting newsletters, guides, resources and blog content.

• Creating anonymised and generalised client case studies for educational or marketing purposes, with all identifying details removed.

• Brainstorming ideas and planning materials.
  
  
  

• All AI-generated content will always be edited, reviewed and approved by the business owner.
  
  
  

3.3 Professional Development

• Analysing anonymised call transcripts for self-reflection.
  
  
  

• Identifying themes and areas for coaching skill improvement.
  
  
  

3.4 General Research

• Gathering background information relevant to coaching content or resources.
  
  
  

4. Prohibited Uses of AI

AI must not be used for:

• Coaching clients directly.
  
  
  

• Making professional judgements or decisions on behalf of the client.
  
  
  

• Replacing the human coaching relationship.
  
  
  

• Sharing or processing identifiable client information without safeguards.
  
  
  

• Any task that could compromise client autonomy or confidentiality.
  
  
  

AI tools can assist, but cannot:

• Interpret client emotions or intentions.
  
  
  

• Replace human reflection, empathy or judgement.
  
  
  

5. Human Oversight

• All AI outputs will be reviewed, checked and edited before use.
  
  
  

• No AI-generated content will be sent directly to clients without human approval.
  
  
  

• The business owner retains full responsibility for all outputs, decisions, and coaching actions.
  
  
  

6. Transparency With Clients

Use of AI is communicated to clients through a written statement in the client agreement.

Clients are informed that:

• AI may be used for note-taking, content creation and administrative support.
  
  
  

• Any personal information processed by AI tools will be protected and handled securely.
  
  
  

• AI tools cannot coach them, make decisions, or replace human professional judgement.
  
  
  

7. Data Protection & Privacy (UK GDPR)

7.1 Personal Data Collected

The business collects:

• Name
  
  
  

• Email address
  
  
  

• Sometimes telephone number
  
  
  

• Call content, which may include sensitive topics (work, relationships, parenting, financial issues, health, etc.)
  
  
  

7.2 Data Minimisation

Only the minimum necessary data is shared with AI tools, and where possible, client data is anonymised before being processed.

For anonymised case studies:

• All identifying information will be removed or generalised before any AI processing.
  
  
  

• AI will never be used to process identifiable case study details intended for public sharing.

7.3 Storage

• Zoom AI and Fathom may temporarily store transcripts and summaries.
  
  
  

• Data is retained only for as long as needed for the coaching engagement, after which it is deleted.
  
  
  

7.4 Training of AI Models

AI tools must not use client data to train their models unless:

• The data is fully anonymised, and
  
  
  

• The tool provides a clear, explicit option to opt out of training.
  
  
  

The safest settings available are used at all times.

8. Risks & How They Are Managed

The business focuses on mitigating two key risks:

8.1 Confidentiality Breaches

Managed by:

• Anonymising client information where possible.
  
  
  

• Using trusted AI tools with strong privacy controls.
  
  
  

• Limiting access to AI tools to the business owner only.
  
  
  

• Ensuring data is deleted when no longer needed.
  
  
  

8.2 Misinterpretation of Client Conversations

Managed by:

• Treating AI-generated summaries as drafts, not factual representations.
  
  
  

• Checking accuracy manually after every call.
  
  
  

• Never relying on AI interpretation for coaching decisions.
  
  
  

9. Approved AI Tools

Currently authorised tools include:

• Zoom AI
  
  
  

• Fathom Note-Taker
  
  
  

• ChatGPT
  
  
  

• Claude
  
  
  

Use of additional tools requires a review to ensure compliance with privacy, security, and ethical standards.

10. Retention of AI-Generated Data

• AI-generated call notes, transcripts, and summaries are kept for the duration of the active coaching engagement and for a reasonable period afterwards, to allow clients to revisit materials if needed.
  
  
  

• A “reasonable period” is defined as:
  up to 12 months after the end of the engagement, unless the client requests earlier deletion.
  
  
  

• After this period, data will be securely deleted from AI tools and local storage.
  
  
  

11. Policy Review

This policy will be reviewed annually or when:

• New AI tools are adopted, or
  
  
  

• UK laws or AI technologies change.
  
  
  

12. Contact

For questions about this policy, clients may contact:
Natalie Meyer Coaching

Email: hello@nataliemeyer.co.uk