AI USAGE POLICY
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VN Creative Media
Valentina Nadalini (sole trader trading as VN Creative Media)
40 Stoughton Avenue, Cheam, SM3 8PQ
valentina@vncreativemedia.co.uk
Effective: April 2026 | Last updated: April 2026 | Review due: April 2027
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At VN Creative Media, we are committed to transparency, trust, and responsible innovation. This AI Usage Policy explains how we use artificial intelligence (AI) tools in the course of delivering our paid media management services, and how that may impact our clients, potential clients, website visitors, and social media followers.
AI is an integral part of how we work. We use it to work more efficiently, deliver higher quality creative outputs, and stay at the forefront of digital marketing practice. We use it responsibly, with human oversight at every stage, and with your data protection at the centre of how we operate.
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1. HOW WE USE AI
We use AI-based tools to support and enhance aspects of our service delivery, including but not limited to:
- Ad copy creation — drafting and refining advertising copy for Meta, Pinterest and TikTok campaigns
- Creative strategy and ideation — generating and developing campaign concepts, audience insights, and messaging frameworks
- Image and video creative production — creating ad creatives from prompts or client-supplied assets using AI image and video tools
- Audience research and market analysis — using AI to analyse trends, competitor activity and audience behaviour
- Campaign performance analysis — using AI to interpret data, identify patterns and generate insights from campaign results
- Content creation — drafting captions, email copy, briefs and other marketing content
- Internal productivity — scheduling, administration, summaries, and workflow management
The AI tools we currently use include Claude (Anthropic), ChatGPT (OpenAI), Gemini (Google), and Midjourney. We also make use of AI-powered features built into advertising platforms, including Meta Advantage+, TikTok Smart Performance Campaigns, and equivalent tools on other platforms.
All AI-generated content is reviewed and assessed by Valentina Nadalini before being used in any client deliverable or published publicly. We do not use AI to autonomously deliver services without human oversight.
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2. AI AND PERSONAL DATA
We will never knowingly input sensitive or personally identifiable client data into any AI platform.
Specifically, when using AI tools in connection with client work, we apply the following strict data minimisation policy:
- We do not enter individual customer names, email addresses, postal addresses, telephone numbers, or any other personally identifiable information into any AI tool
- We input only brand-level information, audience category descriptions, campaign performance data, and creative briefs that do not contain personal data
- We do not retain any client confidential information in AI tools beyond the active session in which it is used
- We do not use AI to make fully automated decisions that have legal or significant effects on individuals without human review
All AI tools we use are subject to appropriate data processing agreements and are evaluated for GDPR compliance. For our full data privacy policy please visit our Privacy & Cookie Policy page on this website. If you have questions about how your data is used, please contact us at valentina@vncreativemedia.co.uk.
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3. TRANSPARENCY AND RESPONSIBILITY
AI helps us improve speed, efficiency and creative quality. However, we remain fully responsible for the accuracy, legality, and appropriateness of everything we create and deliver — regardless of whether AI tools were involved in the process.
Where AI has contributed to a deliverable (such as an ad creative, campaign copy, or strategic recommendation), we will disclose this when it is appropriate and relevant to do so. If you ask us whether AI was involved in a specific piece of work, we will always answer honestly.
We do not use AI to misrepresent human authorship in contexts where that distinction is material.
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4. LIMITATIONS OF AI
AI-generated content may occasionally contain inaccuracies, outdated information, or lack the contextual nuance that comes from direct human experience. While we strive for high-quality, human-reviewed outputs at all times, we recommend that clients:
- Review all deliverables carefully before approving them for use
- Verify any factual claims, statistics or market data included in AI-assisted content
- Raise any concerns about the accuracy or appropriateness of any output with us before it is published or used
Our commitment to quality means that AI is a tool in our process, not a replacement for our professional judgment and expertise.
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5. AI WITHIN ADVERTISING PLATFORMS
The advertising platforms we manage on behalf of clients — including Meta, Pinterest and TikTok — incorporate their own AI-powered optimisation features. These include tools such as Meta Advantage+, TikTok Smart Performance Campaigns, and similar automated campaign features.
These platform AI features process audience data in accordance with each platform's own terms of service and data processing agreements. VN Creative Media does not have direct control over the AI processing carried out within these platforms.
We will inform clients at onboarding about the platform AI features that may be used in the management of their campaigns, and we will always act in our clients' best interests in deciding whether and how to deploy these features.
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6. CLIENT CONCERNS ABOUT AI
We understand that some clients may have questions or reservations about the use of AI in their campaigns. If you have concerns, we encourage you to raise them with us at the start of our engagement.
We will always take client concerns seriously and discuss them openly. However, please be aware that AI tools are integral to how VN Creative Media operates — they are embedded in our creative process, our workflow, and our ability to deliver high-quality, efficient results. We cannot guarantee the complete removal of AI from our service delivery, and in most cases doing so would significantly limit the scope of what we can offer.
What we can always guarantee is that AI will be used responsibly, with your data protected, and with human expertise guiding every outcome.
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7. RELATED DOCUMENTS
This AI Usage Policy should be read alongside the following VN Creative Media documents:
Privacy & Cookie Policy — available on this website — covers how personal data is collected and used, including in the context of AI tools.
Data Protection Policy — sets out VN Creative Media's overarching approach to data protection, including a dedicated section on AI tool usage. This document is not published publicly but is available to clients on request. Please contact valentina@vncreativemedia.co.uk if you would like a copy.
Terms of Engagement — Clause 17 sets out the contractual obligations relating to AI tool usage in the context of client engagements. Clients receive the relevant version of our Terms of Engagement at the point of signing up to our services.
Data Processing Agreement — incorporated as Schedule 1 into all Terms of Engagement. This lists all approved sub-processors including AI tools and the data transfer safeguards in place.
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8. POLICY UPDATES
The AI landscape is evolving rapidly. This policy will be reviewed and updated regularly to reflect changes in the tools we use, applicable regulation, and best practice. The latest version will always be available on our website and will be provided to clients on request.
Where an update materially changes how we use AI in relation to client data, we will notify affected clients.
This AI Usage Policy was last updated: April 2026.
Next review due: April 2027.
