How we use AI technology in our meetings
We use technology to support accurate record keeping and advice preparation.
During our meetings, we may use Microsoft Teams to securely record our discussions, along with an AI-powered tool (Claras) to generate a transcript and meeting summary. This helps us capture important details accurately and spend more time focused on you.
Your consent
We will always ask for your consent when recording any meeting. Your consent will be recorded and retained in line with our record keeping obligations. Opting out will not impact your ability to receive advice; however, we will rely on manual note-taking to capture meeting details.
How your information is used
Recordings and transcripts are used only for:
preparing advice and documentation
maintaining accurate file notes
meeting our professional and regulatory obligations
Recordings and transcripts are not used for any unrelated or secondary purposes.
AI technology may assist in drafting parts of advice documents; however, it does not replace the professional judgement of your adviser. All content is reviewed, approved, and remains the responsibility of a qualified financial adviser.
Data Retention
Recordings and transcripts are retained in the AI transcription software only for as long as necessary to meet our legal, regulatory, and business record keeping obligations. Once no longer required, they are securely deleted or de-identified.
Your Rights
You may request access to your personal information, including recordings and transcripts, and request corrections where required. You may also withdraw consent for future recordings at any time by notifying your adviser.
Data security & privacy
Protecting your information is a priority.
We work closely with our licensee to ensure all third-party technology providers are contractually required to comply with strict confidentiality, privacy, and data security obligations. This includes independent oversight and robust cybersecurity controls such as encryption, monitoring, and access controls.
Our technology providers meet these requirements, including:
recordings captured using Microsoft Teams, a secure enterprise-grade platform
data stored on servers located in Australia
alignment with recognised international security standards, including ISO frameworks and SOC 2 audited controls
de-identification of data before processing
your data is never used to train AI models
Access to your information is restricted to our authorised staff for the purpose of providing advice. Any third-party service providers only process information as necessary to support these services and do not use it for their own purposes.
Learn more
For more information on the technology we use and our Licensee’s data and security policy, please refer to: