AI Use Policy

Effective 18 July 2026 · The Media Guides

1. Business Information

The Media Guides is a Sydney-based strategic advisory practice founded by Tim Lloyd, specialising in MarTech and AdTech strategy, data and AI governance, and enterprise-scale commercial transformation for publishers, brands, agencies and financial services organisations.

Website: mediaguides.com.au

2. Who this policy covers

This policy applies to The Media Guides as a practice, not just to any one individual. Where subcontractors, associates or other parties are engaged to deliver work on our behalf, or otherwise represent The Media Guides in an engagement, they are required to adhere to this AI Use Policy, and to our Privacy Policy and Terms & Conditions, to the same standard we hold ourselves to.

3. Purpose of AI Use

The Media Guides uses AI tools to support and enhance the quality of its advisory work and published content. These uses include:

• Research and drafting support for playbooks, articles and client deliverables
• Summarising regulatory, technical or market information
• Structuring, editing and refining written content
• Supporting website build, maintenance and content publishing workflows
• Capturing and summarising meeting notes using AI-powered notetakers, with client consent

AI is used to augment the professional judgment and experience of The Media Guides, not to replace it. Every client-facing deliverable, playbook and published article is reviewed and approved by a member of The Media Guides before it goes out.

4. Responsible Use Commitments

The Media Guides applies the following responsible AI practices:

• No personally identifiable information or sensitive client data is uploaded to public AI platforms
• AI is never used to make client-impacting decisions without direct human oversight
• AI-assisted content is reviewed by The Media Guides and is not presented as though produced without human involvement
• AI tools are not used for profiling, manipulation or surveillance of clients, website visitors or any other third party
• Meeting recordings, where used, are never stored without express agreement in advance

5. AI Meeting Notetaker Use

AI-powered tools may be used to record and summarise meetings, to support engagement continuity. When used:

• Your consent is obtained before the tool is activated
• You can opt out at any time, before or during a meeting
• Recordings are not stored without your express permission
• Summaries are used internally only, unless otherwise agreed with you

6. Privacy & Governance Approach

The Media Guides applies a privacy-by-design approach to how AI tools are selected and used, including:

• Minimising the data shared with any AI tool, and anonymising or de-identifying it wherever practical
• Using tools with credible data-handling and security credentials
• Limiting access to AI platforms to those who genuinely need it
• Periodically reviewing AI tools for privacy, risk and legal alignment

Where an engagement needs specialist regulatory or AI governance depth beyond this policy, that work is delivered directly in partnership with FMA Consulting.

7. Client Control

You are always in control of how AI is used in your engagement with The Media Guides. You may:

• Request that no AI tools be used in the delivery of your engagement
• Ask for a summary of how AI contributed to a specific deliverable
• Be assured that your data is never shared with a third party without your informed consent

8. Related Policies

This AI Use Policy sits alongside our Privacy Policy and Terms & Conditions, which explain how we collect, use and protect your personal information more broadly, and the terms under which you use our website and services. All three should be read together.

9. Contact