AI Charter

1. Purpose and scope

Risk Leadership Network (RLN) is operated by Gambit Media Limited (GML). Our community depends on trust: members and guests share candid, practical experience on the understanding that discussions are held under strict confidentiality. This AI Charter (Charter) sets out the principles that govern how we use artificial intelligence (AI) to support that community.

This Charter applies to all AI tools used by or on behalf of GML in connection with the Membership Services, including the meeting recording, transcription and insights tool presented to users as "RLN Assistant" (currently powered by Leexi). It applies to everyone who takes part in RLN meetings, including members, guest speakers and other non-member participants.

This Charter is referred to in, and should be read alongside, the GML Membership Agreement and the RLN Privacy Notice. If there is any conflict, the Membership Agreement prevails. Capitalised terms not defined here have the meanings given in the Membership Agreement.

2. What RLN Assistant does

●    Records and transcribes virtual Network Meetings where participants have been told in advance that it will be used.
●    Summarises discussions for meeting attendees.
●    Helps generate anonymised insights (themes, trends and emerging risks) that may feed into benchmark reports, data tools, the Shared Insights Service (currently powered by Claude).

RLN Assistant does not make decisions about individuals, does not profile participants, and is not used for marketing, performance assessment or any purpose unrelated to the Membership Services.

3. Our principles

3.1 Transparency
●    Advance notice: meeting invitations will state whether RLN Assistant will be used.
●    Live notice: the host will confirm at the start of the meeting that recording is on, and a visible indicator will display while it is active.
●    Plain-language information: this Charter and our Privacy Notice explain what we collect, why, for how long and who we share it with.

3.2 Respecting confidentiality
●    No attribution: nothing we publish will attribute a statement to an identified or identifiable person or organisation.
●    Restricted access: recordings and transcripts are available only to authorised GML staff and our service providers acting on our instructions. They are never shared with members, guests or other third parties.
●    No member-side recording: participants (members or otherwise) may not use their own recording or AI notetaking tools in RLN meetings without our prior written consent.

3.3 Purpose limitation and no model training
We use meeting records only to prepare internal notes, to generate anonymised insights for members, to prepare meeting summaries for members and guest speakers/non-member participants and to maintain and improve our services. We do not use, and contractually prohibit our providers from using, meeting records or member confidential information to train general-purpose or third-party AI models.

3.4 Anonymisation
●    Removal of identifiers: names, organisation names, job titles and other identifying details are removed from insights.
●    Aggregation: insights are presented as themes drawn from multiple contributions wherever possible.
●    Small-group safeguard: we will not publish an insight where the small number of contributors or the specificity of the information creates a material risk that someone could be identified.

3.5 Human oversight and accuracy
AI can make mistakes. During the early stages of the RLN Assistant roll-out, every anonymised insight will be reviewed by a member of the GML team for accuracy and anonymity before publication. AI-assisted content is provided to support, not replace, members' own professional judgement.

3.6 Data minimisation, retention and security
●    Minimisation: we configure RLN Assistant to collect only what is needed for the purposes above.
●    Retention: audio and video are deleted within 90 days of the meeting. Full transcripts are retained for 5 years to enable full trend analysis. Anonymised insights may be retained.
●    Security: we apply appropriate technical and organisational measures, including access controls and encryption, and require equivalent standards of our providers.

3.7 Lawfulness and accountability
●    Data protection compliance: GML is the controller for personal data processed through RLN Assistant and complies with the UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR.
●    Assessment: we have carried out a legitimate interests assessment before deploying RLN Assistant and will review it if our use changes.
●    Supplier diligence: our contracts with AI providers include data processing terms, security commitments, sub-processor controls and safeguards for international transfers.
●    Individual rights: participants can exercise their data protection rights, including access, objection and erasure, as described in our Privacy Notice.

4. Guest speakers and non-members 

Guest speakers and other non-member participants receive the same protections as members under this Charter.

5. Changes to this Charter

We will review this Charter at least annually and when we introduce new AI tools or uses. We will give members at least 30 days' notice of material changes, and no change will reduce the minimum protections set out in the Membership Agreement.

6. Questions and concerns

If you have a question or concern about our use of AI, or wish to exercise your rights, please contact tim.whitehouse@riskleadershipnetwork.com. You also have the right to complain to the Information Commissioner's Office (or your local supervisory authority).