This statement describes how Superfast IT uses artificial intelligence (AI) in the delivery of its managed services. It supports our Master Services Agreement and Data Processing Agreement, and is consistent with our internal Artificial Intelligence Policy.

1. Purpose

AI tools are used at Superfast IT for productivity, research, drafting and operational support. They are not used to make autonomous decisions on client accounts without human review.

This statement gives clients visibility of where AI is used, what client data does and does not pass through AI tools, and the governance Superfast IT applies to AI use.

2. How AI is used today

AI tools support Superfast IT staff in:

• drafting internal documentation, policies and operational content
• research and summarisation tasks
• analysing internal logs and configuration data for service improvement
• workflow automation where the workflow does not require human discretion

AI tools are not used to:

• make autonomous decisions on client accounts
• access client production tenants without human review
• generate client communications that have not been reviewed by a named staff member
• process special category personal data unless covered by a specific Data Protection Impact Assessment

3. Client data and AI

By default, client personal data does not pass through external AI tools. Where a client requests AI-assisted analysis of their own data, the activity is treated as a new processing activity and assessed through our Data Protection Impact Assessment Procedure before commencing.

Microsoft 365 Copilot, where licensed by the client and used within the client's own Microsoft 365 tenant, processes client data under the client's own Microsoft licence terms. Superfast IT does not enable Copilot for clients without client consent and an assessment of fit.

4. Approved AI tools

Superfast IT maintains an internal Approved AI Tools List in our GRC workspace. AI tools must be approved before use. Onboarding a new AI tool requires: