Public Artificial Intelligence (AI) Transparency Statement – Steady Guide

Steady Guide Support Coordination | Australian Privacy Principles (APPs) & NDIS Practice Standards Governance

💡 At a Glance & Governance Overview

⏱️ Estimated Read Time: 4 minutes

Central Takeaway: Steady Guide maintains a transparent, human-centric AI model where Google Notebooks (Gemini Notebook) functions strictly as an administrative research assistant under 100% human oversight, with zero participant clinical data ever exposed.

• Formal AI Drafting Declaration: This public statement and related governance frameworks were drafted with the assistive support of Google Notebooks (Gemini Notebook) and subsequently reviewed, edited, and verified by Jenny Mathers.
• Administrative Assistant Role: AI tools are restricted to non-confidential research synthesis, content drafting, and internal template structuring.
• Human-in-the-Loop Guarantee: Every AI-assisted draft undergoes mandatory 3-step human verification (Review, Edit, Approve) by Jenny Mathers before publication.
• Airtight Privacy Red Lines: Absolute ban on inputting participant personal, clinical, or NDIS plan data into AI models; zero automated decision-making.
• Data Sovereignty & System Segregation: Participant clinical records in Astalty/M365 reside in Australian data centres and are physically isolated from external AI tools.

🗺️ Table of Contents (Quick Navigation)

• Section 1: Statement Overview and Strategic Commitment
• Section 2: How We Use AI—The Administrative Research Assistant
• Section 3: The ‘Human-in-the-Loop’ Verification Guarantee
• Section 4: Our ‘Red Lines’—Absolute Privacy and Data Protections
• Section 5: Technical Security, System Segregation, and Data Sovereignty
• Section 6: Your Privacy Rights, Governance, and Contact Information

Section 1: Statement Overview and Strategic Commitment

Steady Guide is dedicated to empowering National Disability Insurance Scheme (NDIS) participants, families, and carers across Toowoomba, the Darling Downs, and the Western Downs. We deliver specialised support coordination and systemic advocacy grounded in lived experience, psychological insight, and local connection. We understand that emerging digital technologies can raise legitimate questions regarding privacy, transparency, and data ethics.

We are committed to adopting technology that enhances operational efficiency without ever compromising participant trust or confidentiality. This statement provides complete transparency regarding our ethical deployment of Artificial Intelligence (AI). Technology at Steady Guide is guided strictly by our core mission: putting People first, nurturing human Potential, and creating new Possibilities. AI remains a tool for human empowerment; it will never replace human empathy, professional judgment, or dedicated care.

Section 2: How We Use AI—The Administrative Research Assistant

Steady Guide strictly prohibits the use of AI in direct service delivery, participant case management, or clinical decision-making. Instead, AI functions strictly as an internal Administrative Research and Drafting Assistant. This operational model handles routine administrative synthesis, allowing our principal coordinator to dedicate maximum time to direct, high-impact participant support.

Our primary enterprise research environment is Google Notebooks (Gemini Notebook), selected specifically because it operates within a closed workspace referencing only reputable sources curated by Jenny Mathers.

Section 3: The ‘Human-in-the-Loop’ Verification Guarantee

To eliminate the risk of “algorithmic hallucinations”—where AI software generates factually inaccurate or misleading data—Steady Guide enforces a strict Human-in-the-Loop (HITL) system. Automated software is never permitted to operate autonomously or publish unvetted material.

Every piece of AI-assisted content undergoes a mandatory three-stage verification process:

• 1. Reviewed: Facts, legislative references, and NDIS rules are cross-checked against official primary sources, such as the NDIS Act 2013 and Commission guidelines.
• 2. Edited: Drafts are systematically rewritten to align with the Steady Guide Master Style Manual, ensuring an empathetic, neuroaffirming tone and Year 7 literacy level.
• 3. Approved: No document, policy, or public update is released without final sign-off from Jenny Mathers (Principal Support Coordinator).

Section 4: Our ‘Red Lines’—Absolute Privacy and Data Protections

In alignment with Elements 2 (Protecting Privacy) and 4 (Integrity and Honesty) of the NDIS Code of Conduct, Steady Guide has established non-negotiable operational “Red Lines” that AI tools are strictly forbidden from crossing:

Section 5: Technical Security, System Segregation, and Data Sovereignty

Steady Guide enforces a “Privacy by Design” framework utilising complete digital and physical segregation to insulate participant records from marketing and AI processing environments:

• Australian Data Sovereignty: All confidential participant files, plans, and case notes are stored securely within Australian data centres (Sydney and Melbourne) in encrypted Astalty and Microsoft 365 enterprise environments.
• Complete System Segregation: Our research and AI assistive accounts operate on a completely separate, non-integrated infrastructure. There is zero technical bridge between participant databases and AI tools.

Section 6: Your Privacy Rights, Governance, and Contact Information

Our AI governance framework is managed in full alignment with the Australian Privacy Principles (APPs):

• APP 1 (Open and Transparent Management): Maintaining published, plain-English statements regarding data handling and AI usage.
• APP 13 (Correction of Personal Information): Guaranteeing participant rights to request data corrections within 30 days at zero cost under APP 13.4.