AI Transparency Notice

1. Purpose

At Vaib Studio, we use artificial intelligence (AI) responsibly to enhance how we deliver training, strategy, and implementation services.

This notice explains how and where AI is used in our work, how human oversight is maintained, and how we protect your data and trust.

Our goal is simple: use AI to amplify human expertise, not replace it.

2. How We Use AI

We use AI tools in limited, clearly defined ways to support:

• Content drafting and ideation (e.g., workshop materials, reports, email templates)
• Data analysis and insight generation for client projects
• Process automation to streamline internal operations (e.g., document management, scheduling)
• Prototype development of AI-powered tools or dashboards during implementation projects

All outputs are reviewed, edited, and validated by humans before being shared or deployed.

3. Human Oversight

AI supports our work — it does not make decisions on behalf of clients.

Every deliverable, recommendation, or model output is reviewed by qualified consultants before it reaches you.

This includes:

• Human-in-the-loop review for all AI-assisted materials
• Internal documentation of AI use within each project
• Version control and audit logs for AI-generated content where relevant

4. Data Protection and Privacy

We never input personal, confidential, or sensitive client data into third-party AI tools unless:

• We have your explicit consent, and
• The tool provides privacy-respecting tools or enterprise integrations that keep your data secure.

For more details, please see our Privacy Policy.

5. AI Risk Management

Vaib Studio conducts lightweight AI impact reviews at the start of relevant projects.

These reviews consider:

• Whether AI use could introduce bias or misleading outputs
• How human review mitigates reputational or ethical risk
• Whether the project changes our overall AI risk classification

Our work currently falls under "low-risk" AI usage as defined by evolving US AI guidance, since:

• We do not deploy AI in high-risk sectors (e.g., employment screening, public safety)
• We do not use biometrics, surveillance, or fully automated decision systems
• AI is used only as a support tool under human supervision

6. Governance and Accountability

Vaib Studio maintains clear internal practices to ensure that all AI use remains ethical, transparent, and compliant.

Accountability sits with the lead consultant on each engagement, who is responsible for:

• Reviewing how AI tools are selected and applied
• Ensuring human review of all AI-assisted outputs before delivery
• Verifying that no personal or confidential data is entered into AI systems
• Staying informed about evolving best practice and regulation

Where projects involve collaborators or subcontractors, they must follow the same AI governance and privacy standards that guide Vaib Studio — including:

• Responsible use of AI under human review
• Respect for client confidentiality and data protection laws
• No unauthorized use of client materials in third-party AI tools
• Alignment with the ethical principles outlined in this Transparency Notice and our Privacy Policy

7. Review and Continuous Improvement

This transparency notice is reviewed twice per year or whenever our use of AI materially changes.

We regularly monitor updates to US AI guidance, state-level AI legislation, and industry frameworks to ensure compliance and best practice.

8. Questions or Concerns

If you have any questions about how AI is used in our work, please contact:

hello@vaibstudio.com

We welcome questions, audits, and discussions about ethical AI — transparency builds trust, and trust builds great work.