AI Policy

Halo Media AI-Assisted Services Statement

Version 1.0 – May 2025

Introduction

At Halo Media, we embrace AI as a strategic tool to enhance creativity, increase efficiency, and deliver stronger outcomes for our clients. We use AI technologies to support – not replace – human thinking and design. Our approach is transparent, ethical, and grounded in accountability.

This statement outlines how and when we use AI in client projects, and how we safeguard trust, privacy, and quality.

1. Why we use AI

We use AI tools to:

Accelerate routine tasks (e.g. editing, layout suggestions, file formatting)
Unlock creative ideas, from copywriting support to concept visualisation
Enhance multi-format content generation (e.g. email, social, slide decks)
Improve our turnaround times while maintaining high quality

The result is faster, smarter, more scalable communication – guided by experienced humans.

2. How AI is used in client work

Examples of where AI may assist:

Content generation (e.g. social media posts, outlines, rewrites)
Design enhancement (e.g. moodboards, placeholder images, concept visuals)
Image creation, editing, and visual development using AI-enabled tools
Video ideation, scripting, editing, and text-to-video conversion
Strategic support through research, insights synthesis, and audience analysis
Summarising long content, identifying key messages, and reformatting material
Automating workflows to speed up production or repetitive tasks
Creating data visualisations or structuring raw content into usable formats

All AI-generated content is reviewed, edited, and approved by a human before being delivered.

3. Tools we may use

We work with trusted platforms that offer secure environments and responsible data handling. This list changes regularly but some of our main tools include:

ChatGPT, Perplexity, Claude, Gemini
Microsoft Copilot
Wordtune, Grammarly, Hemingway
Adobe Creative Suite
Freepik, Envato Elements, Depositphotos, Shutterstock, iStock
Make, N8N, Zapier

4. Privacy and data protection

Any information shared through AI tools will be limited to publicly available data or material the client has directly shared with us for content development. We will not input or use any content marked as confidential. Our internal teams are trained to recognise and respect these boundaries.

We understand that AI use may not suit every client. If you wish to opt out of AI usage in your project, please inform us at briefing stage. However, please note that many of our internal tools (such as Microsoft Copilot) are embedded into our workflow and cannot be disabled. Where necessary, we will work with you to find a reasonable and appropriate solution.

Our team follows strict internal policies to protect your information. If you have specific restrictions, please let us know at the start of your project.

We never submit confidential, sensitive, or private client data into AI tools unless:
We have written permission from the client for the sensitive data

We can ensure the tool is used in a way that minimises risk – for example, anonymising input and avoiding submission of identifiable information. Please advise if you would like us to do this for select projects.

As we currently use standard versions of AI tools such as ChatGPT, we can take extra precautions to:

Limit input to generalised or anonymised content
Avoid submitting proprietary or confidential data without express consent
Use secure working practices that respect data protection requirements

If you need us to restrict the type of content used in AI-assisted workflows – for example, excluding unpublished reports, sensitive datasets, or internal drafts – please advise us at the outset of your project. We are happy to discuss tailored boundaries, provided we are able to work within the functional constraints of our tools.

If restrictions on AI use or content types are not communicated to us during the project quoting or scoping phase, please note that changes made later may impact the scope, timing, or cost of the project. This is because we may not be able to use our standard frameworks or automations, which are built into our delivery process.

5. Intellectual property

We do not claim copyright ownership of AI-generated assets unless permitted by law or platform. Where AI images or media are used:

They are treated as licensed stock assets, not original creative work
They are used under licensing agreements or royalty-free terms
If originality or full rights are required, we will use alternative methods or bespoke creation

Clients are encouraged to inform us if they require non-AI assets at any stage of a project.

6. Transparency and opt-out

We are open about where and when AI is used. If you would prefer that AI is not used in your project, we respect that completely – just let us know during briefing.

In all cases, human oversight, editing, and quality assurance are applied before delivery.