Artificial Intelligence (AI) Policy

1. Purpose of This Policy

Olive House Mediation recognises that artificial intelligence (AI) can assist with certain administrative and professional tasks. We are committed to using AI responsibly, transparently and in a manner that protects client confidentiality, personal information and the integrity of the mediation process.

This policy explains how AI may be used by Olive House Mediation and the expectations placed upon participants.

Our approach is guided by the Family Mediation Council (FMC) Code of Practice, the professional standards of the Family Mediators Association (FMA), the FMC’s Guidance on the Use of AI in Family Mediation and applicable UK data protection legislation.

2. How Olive House Mediation May Use AI

Olive House Mediation may use appropriate AI-assisted tools for limited administrative

purposes, including:

Preparing and improving general correspondence, templates and administrative documents.
Assisting with research into general information, professional guidance and administrative procedures.
Supporting the organisation and efficiency of routine administrative tasks.

Any AI-generated material used by Olive House Mediation will be reviewed, checked and approved by a responsible member of staff before use.

AI will not replace the mediator’s professional judgement, impartiality or responsibility for decisions concerning suitability, safeguarding or the conduct of mediation.

3. Confidentiality and Personal Information

Client confidentiality is fundamental to the mediation process.

Olive House Mediation will:

Take appropriate steps to protect confidential and personal information when considering or using AI tools.
Avoid entering identifiable client information, children’s details, financial information, safeguarding information or confidential mediation discussions into public or unapproved AI systems.
Assess the security, privacy arrangements and data-handling practices of AI tools before using them for professional purposes.
Obtain appropriate client consent before using AI tools to process or store confidential client information where required by FMC guidance and applicable law.
Ensure any processing of personal data complies with UK data protection legislation and our Privacy Notice.

AI tools will not be used to train external AI models using confidential client information without an appropriate lawful basis, necessary permissions and suitable safeguards.

4. AI During Mediation Meetings

To protect confidentiality and ensure the integrity of mediation:

Participants must not use AI-powered recording, transcription, monitoring or note-taking tools during MIAMs or mediation sessions without the prior written agreement of the mediator and all relevant participants.
Recording, photographing, screenshotting or otherwise capturing any part of a mediation session is prohibited unless expressly agreed in advance.
AI assistants, automated meeting bots or similar applications must not join or monitor sessions without prior approval.
These requirements apply to both joint and shuttle mediation.

Where unauthorised AI tools are identified, the mediator may require their immediate removal and may suspend or terminate the session where necessary.

5. Participants’ Use of AI Outside Mediation

Participants may use AI tools to assist with their personal preparation for mediation, such as understanding general information or organising their own thoughts.

However, participants must not upload or disclose confidential mediation information, personal data, financial records, or information relating to the other participant or any children to an AI platform without the necessary agreement and appropriate safeguards.

Participants should also be aware that information generated by AI may be incomplete, inaccurate or misleading and should not be relied upon as a substitute for independent legal, financial or other professional advice.

6. Professional Responsibility and Human Oversight

Olive House Mediation remains responsible for all professional decisions and communications.

AI will not be used to:

Make decisions about whether mediation is suitable or safe.
Determine safeguarding outcomes.
Decide arrangements for children or financial settlements.
Replace the mediator’s independent professional judgement.
Make decisions on behalf of participants.

All decisions regarding the mediation process remain the responsibility of the mediator, and all decisions regarding outcomes remain with the participants.

7. Data Protection and Security

Any use of AI involving personal information will be assessed in accordance with applicable UK data protection legislation.

Where relevant, this includes consideration of the purpose and lawful basis for processing, confidentiality, data minimisation, security, retention, third-party access and international data transfers.

Olive House Mediation will take reasonable steps to review the suitability and security of AI tools before use and when their functionality or terms change.

Further information about the processing, retention and protection of personal data can be found in our Privacy Notice.

8. Concerns and Questions

If participants have concerns about the use of AI in connection with their mediation, they are encouraged to raise these with Olive House Mediation.

Any concerns or complaints will be considered in accordance with our Complaints Procedure and applicable professional obligations.

9. Review of This Policy

Olive House Mediation will review this policy periodically and update it where necessary to reflect developments in technology, legislation and professional guidance.

This policy should be read alongside our Agreement to Mediate, Shuttle Mediation Agreement (where applicable), Privacy Notice and Complaints Procedure.