---
title: AI Transparency Notice
---

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# **AI TRANSPARENCY NOTICE**

**Version 1.0:** Last Updated 11th December 2025

## **1. INTRODUCTION**

Arqvera uses artificial intelligence (“AI”) to enhance the quality, speed and consistency of its advisory, assurance, governance and transformation consulting services.  
 This notice explains **how**, **when**, and **why** we use AI, and the **controls** we apply to keep it safe, private and responsible.

Arqvera remains committed to transparency, human oversight, and the protection of our clients’ information.

## **2. HOW ARQVERA USES AI**

Arqvera uses AI in limited, controlled and responsible ways to:

- support the structuring and summarisation of non-confidential information
- accelerate analysis and draft insights (with human review)
- assist in producing early prototypes of deliverables
- enhance diagnostic models within Trust Arq™, Value Compass™, Capability Mirror™, Change Studio™ and AI.ccelerate™
- analyse anonymised datasets to identify patterns or opportunities
- streamline internal research and knowledge retrieval

AI **does not** make autonomous decisions, assign risk ratings, produce final deliverables, or replace consultant judgement.

## **3. WHAT DATA AI TOOLS MAY PROCESS**

Arqvera follows a **data minimisation** principle:

AI tools may process:

- anonymised text
- generic content or frameworks
- non-confidential material
- internal synthetic datasets for testing
- limited structured inputs with client approval
- descriptive information already in the public domain

AI tools **do not** process:

- personal data, unless explicitly authorised and minimised
- special category data
- sensitive or regulated information
- confidential client data uploaded without consent
- data that could identify a person or organisation unless contractually agreed

All processing is subject to UK GDPR, our DPA, and client contractual controls.

## **4. HUMAN OVERSIGHT**

AI at Arqvera is always subject to **full human oversight**:

- A qualified Arqvera consultant reviews, validates and interprets all AI-assisted outputs.
- No model output is used without human quality, accuracy and contextual checks.
- AI cannot approve governance decisions, sign-off deliverables, or determine risk or readiness scores.

**AI augments human intelligence — it does not replace it.**

## **5. ACCURACY, LIMITATIONS & HALLUCINATIONS**

AI systems may generate:

- incomplete, outdated or incorrect information
- fabricated details (“hallucinations”)
- inconsistent output

Arqvera manages this risk by:

- validating all AI outputs before client use
- cross-checking against Arqvera frameworks
- rejecting or correcting flawed outputs
- documenting key model limitations

Where AI assists in creating deliverables, this will be disclosed to the client where material.

## **6. DATA PRIVACY, SECURITY & UK GDPR COMPLIANCE**

Arqvera ensures that all AI use complies with:

- UK GDPR
- Data Protection Act 2018
- ICO “AI and Data Protection” guidance
- NCSC AI security principles

Controls include:

- strict minimisation of client data
- use of enterprise-grade AI platforms with DPAs
- MFA, encryption and access controls
- no training of external models on Arqvera or client data
- transparent data retention and deletion processes
- documented Data Protection Impact Assessments for high-risk use cases

## **7. APPROVED AI TOOLS**

Arqvera uses only vetted and approved enterprise-grade AI vendors.

These may include:

- **Google Gemini (Workspace)**
- **OpenAI / Azure OpenAI**
- **Anthropic Claude**
- **Microsoft Azure Cognitive Services**

These tools are governed by:

- Arqvera’s **Subprocessor Register**
- Arqvera’s **AI & Responsible Use Policy**

No other tools may process client or confidential data.

## **8. NO TRAINING OF EXTERNAL MODELS**

Arqvera does **not** allow:

- client data
- client deliverables
- Arqvera proprietary frameworks
- diagnostic logic or scoring structures

to be used to train or fine-tune external AI models.

Enterprise settings enforce **no-training** modes wherever technically supported.

## **9. WHEN WE MAY USE AI ON CLIENT DATA**

AI may be used with identifiable or confidential client data only when:

1. It is **explicitly authorised in writing** under an MSA or SOW;
2. The data is **minimised** to the smallest amount necessary;
3. Processed only using an **approved enterprise-grade platform**;
4. A **DPIA** is completed for high-risk categories;
5. **Human review** remains the primary decision-making mechanism.

Clients may request alternative processing routes (non-AI) at any time.

## **10. YOUR RIGHTS & OBJECTIONS**

Clients may:

- request that AI is not used in their engagement
- request an explanation of how AI contributed to any deliverable
- request a non-AI alternative where proportionate
- request deletion of AI-generated work or logs where applicable
- request a list of subprocessors used

Arqvera will always comply unless prevented by law or technical constraints.

## **11. MONITORING & GOVERNANCE**

Arqvera maintains an ongoing governance programme:

- regular reviews of AI tools
- annual AI policy audits
- incident detection and escalation
- bias, fairness and safety reviews
- continuous staff training

AI use is overseen by the:

- **AI Governance Lead**,
- **Data Protection Lead**, and
- **Information Security Lead**.

## **12. CONTACT**

For questions about Arqvera’s AI practices, please contact:

[**privacy@arqvera.com**](mailto:privacy@arqvera.com)Arqvera Ltd, Office Suite 3, Shrieves Walk, Stratford Upon Avon, United Kingdom, CV37 6GJ, United Kingdom

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