Our Use of Artificial Intelligence

Last updated: May 2026

At Caseron Cloud Accounting, we use AI tools to work more efficiently and deliver better outcomes for our clients — always with human oversight, professional judgement, and your confidentiality at the centre of everything we do.

Our approach

We use approved AI platforms to support internal workflows, drafting, analysis, reporting and client service delivery. AI helps us work faster and more accurately — but it does not replace professional expertise, regulated advice or human oversight.

All AI platforms we use are accessed through commercial business subscriptions that provide enhanced privacy, encryption, organisational access controls and data protection safeguards. We do not use consumer or free AI accounts for confidential client work.

All material outputs generated using AI tools are reviewed by a member of our team before being relied upon or shared externally.

AI tools we use

We only use approved, vetted AI-enabled technologies. Our current approved tools fall into two categories.

Dedicated AI platforms

These are tools we actively use to assist with drafting, analysis, research, communication and workflow support:

  • Claude (Anthropic) — drafting, summarisation, research, brainstorming and workflow support. We use the Claude Team plan, a commercial-grade subscription with enhanced privacy and data protection controls
  • ChatGPT / OpenAI — drafting, summarisation, brainstorming and workflow support. We use a commercial business subscription and apply appropriate safeguards, including limiting and anonymising data where practical, when used in connection with client work
  • Fathom Video — meeting transcription, summaries and note generation
  • Fireflies.ai — meeting transcription and note generation
  • Wispr Flow — voice dictation and speech-to-text conversion, used to support drafting of emails, letters and documents. Where dictated content relates to client matters, the same confidentiality and data protection standards set out in this policy apply

Practice tools with embedded AI

Many of the core platforms we use to run our practice and serve clients incorporate their own AI technologies to improve productivity, efficiency and service delivery. These include:

  • Apron — receipt capture, document management, payments automation and bookkeeping automation
  • Canva — design and content creation
  • Fathom (Reporting) — financial reporting and forecasting
  • GoHighLevel — marketing automation and workflow support
  • Iris — tax and accounting workflow
  • Karbon — practice management and workflow
  • Xero — cloud accounting platform

Where AI features are embedded in these platforms, they are subject to each provider’s own data protection and privacy controls. We only use providers we consider to meet appropriate standards.

Custom workflows and agents

We are also developing internal workflows and automated processes powered by Claude. These are designed to improve operational efficiency and service delivery. Any such workflows that interact with client data are subject to the same confidentiality, oversight and data protection standards set out in this policy.

This list is reviewed periodically. Use of any AI tool not on this approved list for business purposes is not permitted.

Client data & confidentiality

Where AI tools are used in connection with client work, we apply appropriate safeguards designed to protect confidentiality and comply with our professional and data protection obligations. This includes:

  • Limiting the data shared with AI platforms to what is necessary
  • Anonymising or pseudonymising information where practical
  • Restricting access to authorised team members only
  • Using only commercial business subscriptions with appropriate data protection terms
  • Never using consumer or free AI accounts for confidential client work
  • Ensuring AI is never used in a way that breaches UK GDPR, AML obligations or professional standards
  • Not allowing client data to be used to train public AI models

Human oversight

AI-generated content, analysis and recommendations are always reviewed by a member of our team before being relied upon or shared externally. We never treat AI output as a substitute for professional judgement.

  • All significant AI-generated content is reviewed by a suitably qualified person
  • AI outputs are not treated as legal, tax or financial advice without verification
  • Responsibility for all final work product always remains with Caseron and the responsible team member

Data protection & UK GDPR

Where AI tools process personal data, we ensure appropriate safeguards are in place in accordance with UK GDPR and the Data Protection Act 2018. This includes:

  • Data processing agreements with providers
  • International transfer safeguards
  • Encryption and access controls
  • Multi-factor authentication
  • Role-based permissions and retention controls

We aim to use AI providers that demonstrate appropriate security and privacy standards.

Prohibited uses

AI tools must not be used to:

  • Make fully automated decisions affecting clients without human review
  • Provide regulated advice without oversight
  • Upload unnecessary sensitive personal data
  • Generate misleading or deceptive content
  • Process information unlawfully
  • Compromise client confidentiality or professional obligations in any way

AI meeting recordings

Where appropriate, meetings may be recorded or transcribed using approved AI-enabled tools such as Fathom Video or Fireflies.ai. Participants are normally notified when this takes place.

Recordings and transcripts are used for:

  • Note-taking and accuracy
  • Internal record keeping
  • Training and compliance
  • Workflow efficiency

Questions about this policy? Please get in touch with our team. This policy is reviewed periodically to reflect legal developments, regulatory guidance and changes in the tools we use.