Our use of Generative AI policy

Our Use of Generative AI

At Haigh Lyon Lawyers, we use technology to support efficient, high-quality legal services for our clients. This includes the careful use of Generative AI tools in appropriate circumstances. We recognise that the use of these tools must always be balanced with our professional obligations, including our duties of confidentiality, accuracy and sound legal judgment.

This policy explains how we approach the use of Generative AI when working with our clients. It is intended to provide transparency about the way we use these tools, the safeguards we apply, and the standards we expect our people to maintain. As these technologies continue to develop, we will keep our approach under review.

Generative AI may assist with tasks such as summarising information, developing first drafts, or improving efficiency in administrative and research processes. It does not replace the expertise, judgment or accountability of our lawyers. We remain responsible for the advice we give, the work we produce, and the service we provide to our clients.

How we use Generative AI responsibly

We understand that our clients trust us with confidential, sensitive and personal information. Protecting that information remains fundamental to our work. For that reason, we do not input client confidential or personal information into publicly available Generative AI tools unless appropriate consent has been obtained and the circumstances justify that use.

• We apply safeguards and settings designed to protect information used in approved tools.
• Where confidentiality, sensitivity or personal information is involved, we take particular care to ensure appropriate protections are in place.
• We assess risks before using any new or different AI tool in connection with client work.
• Any enterprise or private AI tools used by the firm are subject to appropriate review, including security and privacy considerations where required.
• Our people receive guidance and training on the responsible use of Generative AI.

Checking AI-generated content before we use it

We do not treat AI-generated content as a substitute for legal analysis or professional review. Any output generated by Generative AI is reviewed carefully before it is relied on, incorporated into our work, or shared with a client. We do not rely on Generative AI alone for substantive legal or factual work.

Depending on the task, this may include:

1. checking legal authorities and references against trusted legal sources;
2. verifying factual information against reliable material;
3. cross-checking drafts against firm precedents, templates and other appropriate source material;
4. keeping records of prompts or outputs where appropriate for the work involved; and
5. considering whether the use of AI-generated material is permitted and appropriate in the circumstances.

Where appropriate, we will be open about the way Generative AI has assisted with our work.

Being transparent about our use of AI

We use approved tools in accordance with firm controls and internal guidance. If we consider using a different Generative AI tool in connection with client work, that use is assessed in advance so that any risks, protections and suitability can be properly considered.

If a client asks how Generative AI has been used in relation to their matter, we will explain that clearly and accurately. Where we consider that a proposed use of Generative AI gives rise to additional risk or warrants specific discussion, we will address that with the client.

Retaining legal judgment and responsibility

Generative AI can be useful in supporting certain tasks, such as early-stage drafting, idea development, summarising information and improving efficiency. However, it does not replace the legal expertise, judgment and strategic thinking that our clients expect from us.

Our lawyers remain responsible for the advice we provide and the decisions we make. We stand behind our work, and any use of Generative AI does not alter that responsibility.

We recognise that Generative AI tools can sometimes produce inaccurate, incomplete or overly general content. For that reason, any use of these tools must be accompanied by appropriate care, review and professional oversight.

Data security

We use Microsoft 365 Copilot to support our legal services by assisting with drafting, summarisation and administrative tasks. Copilot operates entirely within our secure Microsoft 365 environment meaning it can only access information that our staff are already authorised to view, and all data remains within our organisation’s protected systems. Your information is safeguarded by Microsoft’s enterprise-grade security measures, including encryption, strict access controls, and tenant-level data isolation, ensuring it is not shared outside our environment or used to train AI models.

We retain full control of your information at all times with cloud infrastructure based in Australia.   All AI-assisted work is carefully reviewed by our team to ensure accuracy, confidentiality and compliance with our professional obligations. In addition, our use of AI complies with the Privacy Act 2020 and the Information Privacy Principles, ensuring that your personal information is collected, used and protected in accordance with New Zealand law.