AI Policy

Ethical AI Policy
Nikki McGar Interiors Pty Ltd trading as Nikki McGar Interiors
Version 1.0 | Effective: 1 September 2026 | Next review: September 2027

1. Introduction

This policy sets out how I use Artificial Intelligence (AI) tools in running Nikki McGar Interiors, and the standards I hold myself to when doing so. AI tools like Claude help me manage quotes, proposals, client communication, and day-to-day admin more efficiently — but they don't replace my judgement, and they're never used in a way that compromises a client's privacy, trust, or the quality of the work they're paying for.

This policy exists so that:

Clients can trust how their information is handled when AI is part of the process.
AI is used to support my work, not to replace the judgement and care I bring to each project.
Client data stays private and secure, in line with my Privacy Policy.

2. Who this applies to

Nikki McGar Interiors currently operates as a sole practice, so this policy applies to my own use of AI in the business. If I engage contractors or staff who use AI tools on behalf of the business in future, this policy will extend to them too.

3. Guiding Principles

Ethical use — I use AI to assist with tasks like drafting emails, quotes, proposals and templates, never to make final decisions on a client's behalf. I review every AI-assisted output before it goes anywhere near a client, and correct anything that doesn't reflect my judgement or standards.

Data protection — I don't put a client's sensitive or financial information into public AI tools unless it's within a secured, business-grade environment rather than a free public chatbot. Client data is handled in line with the Australian Privacy Principles and my Privacy Policy.

Transparency — If a client asks whether AI was involved in preparing something I've sent them, I'll tell them honestly.

Accountability — I'm responsible for anything AI helps produce for my business — the tool doesn't get the final say, I do. If an AI-assisted output turns out to be wrong, I own the correction.

Staying informed — I keep an eye on how the AI tools I use are changing, and update this policy if the way I use them changes materially.

4. Practical Guidelines for Using AI Day-to-Day

Always review AI-generated content (emails, quotes, proposals, designs) before it's sent or used — check it's accurate, on-brand, and says what I actually mean.
Don't paste a client's full financial details, health information, or other sensitive information into an AI tool unless it's within a secured, business-grade environment.
Double-check figures, measurements, and pricing in any AI-assisted document against the source — AI can make mistakes, and I'm the one accountable for the final version.
Be mindful of copyright when using AI-generated images or design content for client-facing material — don't present AI-generated visuals as final finishes without checking they're fit for purpose.
If something an AI tool produces feels off, or I'm not confident it's accurate, I don't use it — I do it myself instead.

5. Policy Governance

This policy is reviewed annually, or sooner if the way AI is used in the business changes significantly.

Document details
Name of document: Ethical AI Policy
Version: 1.0
Author: Nikki McGar
Date of Effect: 1 September 2026
Next Review: September 2027