AI USAGE POLICY

At Sunny Steps Family Support Services [ABN 77 612 988 234] (we, us or our) we are committed to being transparent about how we use Artificial Intelligence (AI) tools in our business operations. Where AI is used, we strive to use it ethically, and in accordance with Australian law and best practices. This policy should be read in conjunction with our Privacy Policy, which outlines how we handle personal and sensitive information.

 

1. Use of AI tools

1.1. We may use trusted AI-powered tools and platforms in our day-to-day operations for purposes including but not limited to:

  • drafting written content such as emails, reports, captions, blogs or proposals;
  • assisting with design, formatting or editing;
  • automating internal workflows or administrative tasks;
  • supporting research or information gathering; and
  • enhancing customer support.

We do not and will not use AI to make autonomous decisions about individuals or their events without human review or oversight.

2. Who and what does this policy apply to?

2.1. This policy applies to all employees, contractors, and any other individuals or entities using AI systems provided or authorised by us.

2.2. It covers all current and emergent AI technologies used in our operations, including but not limited to:

  • generative AI tools (for example, content creation, drafting);
  • machine learning models (for example, data analysis, automation);
  • AI-powered software applications; and
  • AI used in customer service (for example, chatbots).

2.3. ‘AI’ refers to technologies that perform tasks typically requiring human intelligence, such as generating text, analysing data or making recommendations.

2.4 This policy applies only to AI tools we directly use or control. It does not apply to AI used by third party service providers unless expressly stated.

3. Safeguarding your information

3.1. We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

3.2. To deliver genuinely person-centred supports, we use AI-enabled tools as part of our everyday workflow, and this may include client information, including names and relevant personal or service-related details. We only do this where it is reasonably necessary to provide, coordinate, or improve your supports.

3.3 We take deliberate steps to protect your information when using these tools:

  • We select tools and account settings under which your data is not used to train the providers’ AI models. Where a training setting exists, we keep it disabled.
  • We use these tools to generate an immediate output for your supports; the tools do not “learn from” or retain your information beyond the provider’s stated retention period.
  • We do not knowingly place more information into these tools than is necessary for the task.
  • Where practical, we use business or team account tiers that offer stronger data protections than personal accounts.

3.4 Some AI features are powered by trusted third-party providers (“subprocessors”) who process data on the provider’s behalf to generate outputs. This means limited processing may occur outside Australia. We only use reputable providers who are contractually bound not to use your data to train their models, and we handle any such transfers in line with the Australian Privacy Principles.

4. Human oversight

4.1. All AI-supported outputs are reviewed by a member of our team before they are used or shared. We remain fully responsible for every final decision and document, regardless of AI involvement. AI is used to assist our work — never to make decisions about you or your supports without human review.

 

5. Accuracy and reliability

5.1. While AI can help us generate ideas and content, it can also produce errors or inaccuracies. All AI-supported outputs are reviewed by a human team member before use. We remain fully responsible for all final content and decisions in our business, regardless of AI use.

6. Transparency

6.1. We aim to be transparent about our use of AI where appropriate and where required by law. For example, we may inform individuals when they are interacting with an AI system (such as a chatbot). If you would like more information about our use of AI or whether it has been used in delivering services to you, please get in touch using the contact details below.

7. Fairness

7.1. We are committed to using AI fairly and without discrimination. We take reasonable steps to identify and reduce potential biases in AI systems and data.

8. Prohibited uses

8.1. We will not use AI for:

  • unlawful activity;
  • discrimination based on protected attributes (for example, race, gender, religion);
  • generating or spreading false or misleading information with the intent to deceive;
  • infringing intellectual property rights;
  • creating deepfakes or manipulating media in harmful ways;
  • creating or using biometric surveillance systems (like facial recognition) without lawful authority or consent; or
  • automated decision-making with significant legal or personal effects, without appropriate human oversight, where prohibited by law.

 

9. Monitoring and review

9.1. We will monitor how AI systems are used to ensure compliance with this policy. This policy will be reviewed and updated regularly to reflect changes in technology or legal requirements.

 

CONTACT

For any questions or notices, please contact us at:

Sunny Steps Family Support Services [ABN 77 612 988 234]

Email: admin@sunnysteps.com.au

Last updated: August 2026