What the AI features are
Some parts of the Service can use an AI model to produce a draft or a suggestion for a person to work from. The model is provided by Anthropic PBC in the United States, which acts as our sub-processor for the AI features only. The transfer is covered by the UK Addendum to the EU standard contractual clauses.
Each agency has a free allowance of AI calls each month. Beyond that, the AI features are available by subscription per user, per company or per tenancy, as set out in our Fees, invoices and payment policy.
A person always decides
AI output is a draft or a suggestion. It is never a decision. A person must read it, check it and decide whether to use it, change it or discard it. Whoever uses it is responsible for it as if they had written it.
The AI features do not decide whether a person is registered, shortlisted, booked, paid or turned away. Those decisions are taken by people at the agency.
What is never sent to an AI model
Identity documents, right-to-work evidence and criminal-record certificates (DBS, PVG and AccessNI) are never sent to an AI model. If a file looks like one of these, the Service refuses to send it.
An agency can switch the AI features off. When they are off, nothing from that agency is sent to the AI model.
Rules for users
If you use the AI features, you must:
- check every fact, name, date, figure and legal statement before you rely on it;
- include no more personal data than the task needs, and leave out health information and other sensitive details unless they are essential and you have a lawful reason to use them;
- never try to get round the refusal of identity, right-to-work or criminal-record documents, for example by typing their details in;
- never use AI output on its own to judge a person's suitability for work, or in a way that treats anyone less favourably because of a protected characteristic under the Equality Act 2010;
- not present AI output as legal, tax or medical advice;
- not use the features to create anything unlawful or misleading, or anything that breaks our Acceptable use of the service policy;
- tell your agency if output looks wrong or biased, or contains someone's data that should not be there.
The agency's responsibilities
The agency is the controller of the personal data its users put into the AI features. It decides whether to use them, should say so in its own privacy notice, and should consider whether a data protection impact assessment is needed. It should make sure its users know and follow these rules.
We give agencies the information they need for this, including our Sub-processors list and this policy. Our own people follow the same rules when they work in an agency's system, which they enter only as set out in Who can see what.
Reporting a problem
If AI output contains someone else's personal data, or you think data has gone where it should not, tell us straight away at terry@hilliernet.co.uk or on 07789 938284. We handle it under our Personal data breach and incident response procedure. Other concerns about AI output can go to the same address.
Acceptable use of AI · version 1.0 · approved 27/10/2026 · next review 27/10/2027. Templace is a trading name of TWH Holdings Limited, company number 10663539, Meadway, Mill Road, Writhlington, Radstock, BA3 5TY.