AI Use Policy

1. Purpose

Gillian Erasmus Attorneys Inc. (“the Firm”) uses artificial intelligence (“AI”) tools in a limited and responsible manner to support efficiency, accuracy, and service delivery. This policy explains how AI is used, the safeguards applied, and the boundaries within which such tools operate.

 

2. Scope

This policy applies to:

      • All staff, candidate attorneys, consultants, and service providers of the Firm; and
      • Any AI-enabled tools used in administrative, research, drafting, or operational functions.

 

3. Permitted Use of AI

AI tools may be used to assist with:

      • Legal research and background information gathering;
      • Drafting and formatting of preliminary or internal documents;
      • Administrative support, workflow management, and efficiency improvements;
      • General language refinement and summarisation.

 

AI is used only as a support tool and never as a substitute for professional legal judgment or advice.

 

4. Human Oversight and Accountability

      • All AI-assisted work is reviewed, evaluated, and approved by a qualified legal practitioner before being relied upon or shared.
      • The Firm remains fully responsible for all advice, documents, and services provided to clients, regardless of whether AI tools were used in the background.

 

5. Confidentiality, POPIA, and Data Protection

The Firm is committed to protecting personal information and complying with the Protection of Personal Information Act 4 of 2013 (POPIA).

 

Accordingly:

      • Confidential client information, personal information, or legally privileged material is not uploaded into public or unsecured AI platforms.
      • AI tools are used with strict data-minimisation principles, ensuring that only non-identifiable or appropriately anonymised information is processed where possible.
      • Reasonable technical and organisational safeguards are applied to prevent unauthorised access, disclosure, or loss of information.
      • AI use does not override or dilute legal professional privilege.

This policy should be read together with the Firm’s Privacy Policy, which sets out how personal information is collected, processed, stored, and protected.

 

6. No Automated Legal Advice

      • AI tools do not independently provide legal advice.
      • Any AI-generated content is treated as preliminary and informational and is not provided to clients without professional review and contextual legal assessment.

 

7. Third-Party AI Platforms

Where third-party AI services are used:

      • The Firm considers the provider’s data-handling practices, confidentiality commitments, and general suitability for professional use;
      • Use is limited to reputable platforms commonly used in professional environments.

 

The Firm does not control third-party platforms and cannot guarantee their availability, performance, or ongoing compliance, but reasonable care is taken in their selection.

 

8. Transparency

The Firm may disclose, in general terms, that AI tools are used internally to support efficiency and quality. The Firm is not obliged to disclose specific tools or systems used, provided professional, ethical, and legal obligations are met.

 

9. Limitations and Risk Management

AI tools may:

      • Produce incorrect, incomplete, or outdated information;
      • Reflect biases present in their underlying data.

 

For this reason, AI-generated outputs are never relied upon without independent verification and professional judgment.

 

10. Updates

This policy may be updated from time to time to reflect:

      • Developments in AI technology;
      • Changes in law or regulation; or
      • Guidance issued by relevant professional or regulatory bodies.

 

The most current version will be published on the Firm’s website.

 

11. Contact

For any queries regarding this policy or the Firm’s use of AI:

 

Gillian Erasmus Attorneys Inc.
gillian@erasmuslaw.co.za