Artificial Intelligence (AI) Usage Statement
Last updated: 3rd December 2025
At ClearSum Accounting, we use external Artificial Intelligence tools carefully and responsibly to support the delivery of our services. This statement explains how and why we use AI, how we protect your data, and your rights and choices.
1. Who we are
ClearSum Accounting is a UK based accountancy practice. If you have any questions about this statement or our use of AI, you can contact us at privacy@clearsum.co.uk.
2. What AI tools we use
We use external AI tools such as ChatGPT and Microsoft Copilot. These tools help us improve efficiency by supporting tasks like drafting content, summarising information, and enhancing internal workflows.
We use AI as a tool to assist our work, not to replace professional judgement. All AI assisted outputs are checked by a qualified member of our team before they are used or shared.
3. What information we may use with AI tools
We only enter information into AI tools when it is appropriate and necessary for the task. When doing so:
• We minimise the data we provide
• We avoid unnecessary personal or financial information
• We only use paid, secure AI accounts that do not use your data to train AI models
The type of information used may include, but is not limited to:
• Draft wording for emails, summaries or reports
• Extracts of documents where we need help improving clarity
• Financial or client information, but only where required and only through approved secure accounts
We treat all information with care and ensure that any AI use supports UK GDPR and professional confidentiality obligations.
4. Why we use AI
We use AI tools to:
• Improve the clarity and quality of written communication
• Speed up drafting and internal processes
• Support analysis and planning where appropriate
• Enhance efficiency so we can focus on higher value work for clients
AI enables us to deliver a better service, but all final decisions and outputs remain the responsibility of our team.
5. How we protect your information when using AI
We take data protection seriously. To keep your information safe:
• We only use approved, secure AI providers
• We ensure data entered into AI tools is not used for model training
• We apply human review to every AI assisted output
• We only use AI when it is appropriate and in line with UK GDPR
• Access to AI tools is restricted to authorised staff using controlled accounts
We do not use AI in any way that undermines confidentiality or professional standards.
6. Your rights and choices
You can request:
• More information about how we use AI
• A copy of our full internal AI Usage Policy
• That your work is completed without the use of AI tools if you prefer
We are committed to transparency and will respect any preference you express.
7. Changes to this statement
We may update this AI Use Statement from time to time. The latest version will always be available on our website.
