📖 Easy Read Edition: This policy uses simple words and clear picture cards. Switch to the Full Standard Edition of this Policy Page.
How We Use Artificial Intelligence Safely – Easy Read AI Policy
Written by Jenny Mathers | Principal Support Coordinator, Author & Carer Advocate
💡 At a Glance & Overview
⏱️ Estimated Read Time: 4 minutes
Central Goal: Steady Guide uses Artificial Intelligence (AI) tools as an administrative assistant under strict human control. We never put participant personal or health details into AI programs, and a real human professional checks everything.
- Document Reference: SG-AI-ERG-2026-v1.0 (Effective Date: 13 September 2026, Version 1.0, Approved by Jenny Mathers).
- Administrative Assistant Role: AI tools help us summarise research and draft template layouts. They never make decisions.
- 100% Human Control: Every draft created with AI assistance is checked, edited, and approved by Jenny Mathers.
- Zero Participant Data Input: We never put participant names, diagnoses, medical files, NDIS numbers or even de-identified participant circumstances or details into AI programs.
- No Automated Decisions: AI is never used to write NDIS reports or decide on your supports or eligibility.
- Public Transparency Statement: You can read our full Public AI Transparency Statement to learn more anytime.
🗺️ What is in This Guide (Quick Navigation)
- Section 1: Document Control & What This Policy Is About
- Section 2: What Is Artificial Intelligence (AI)?
- Section 3: How We Use AI at Steady Guide (Approved Uses)
- Section 4: Human Control and Approval (Human-in-the-Loop)
- Section 5: What We Never Do with AI (Our Red Lines & Privacy)
- Section 6: No Automated Decisions
- Section 7: Our Public AI Transparency Statement
- Section 8: Words That Are Hard to Understand
- Section 9: Contact Information
Section 1: Document Control & What This Policy Is About
| Reference | Version | Effective Date | Approved By | Review Date |
|---|---|---|---|---|
| SG-AI-ERG-2026-v1.0 | 1.0 | 13 September 2026 | Jenny Mathers | 13 September 2027 |
This Easy Read policy explains how Steady Guide uses Artificial Intelligence (AI) technology safely, ethically, and responsibly. It explains what AI tools we use, how we protect your privacy, and why human control is always guaranteed.
Section 2: What Is Artificial Intelligence (AI)?
Artificial Intelligence (AI) refers to computer software programs that can process large amounts of information and help with tasks:
A Digital Helper
AI tools act like a digital research assistant. They can help organise thoughts, summarise long public documents, and draft initial article outlines.
Not a Human Mind
AI programs do not have feelings, lived experience, or clinical judgement. They can make mistakes, so they must always be supervised by a real person.
Section 3: How We Use AI at Steady Guide (Approved Uses)
We only use approved AI software (such as Google Notebooks / Gemini) for specific administrative and educational tasks:
1. Research and Policy Summaries
We use AI to help read and summarise long public NDIS legislation, Commission guidelines, and industry reports so we can stay up to date.
2. Drafting Articles and Layouts
We use AI to assist in drafting website articles, newsletter layouts, and HTML code structures.
3. Formatting and Accessibility Design
AI helps us structure high-contrast cards, buttons, and clear typography so our website is neurodivergent-friendly and accessible for screen readers.
Section 4: Human Control and Approval (Human-in-the-Loop)
We strictly enforce a rule called Human-in-the-Loop (HITL). This means a real person is always in charge:
100% Human Review
Every single draft created with AI assistance is thoroughly reviewed, checked, edited, and approved by Jenny Mathers before it is published or sent.
Fact-Checking and Verification
We double-check all NDIS rules, legislation references, and facts to make sure all published information is completely accurate.
Human Responsibility
Jenny Mathers holds full professional responsibility for all Steady Guide communications and published materials.
Section 5: What We Never Do with AI (Our Red Lines & Privacy)
We have strict “Red Lines” that can never be broken. These rules protect your privacy under the Privacy Act 1988:
Zero Participant Data Input
We NEVER type, upload, or paste participant names, medical reports, diagnoses, address details, or NDIS plan numbers into any AI software or chatbot. We do not even enter de-identified participant circumstances or details because with repeated prompting, the AI software will eventually be able to piece your information together to identify you.
Complete System Segregation
Your confidential participant files in Astalty CRM and Microsoft 365 are physically and digitally separated from our AI tools. AI software can never touch or see your case records.
Australian Data Sovereignty
All participant records remain hosted exclusively inside Australian data centres under Australian Privacy Principles, protecting your data from overseas access laws.
Section 6: No Automated Decisions
We guarantee that AI is never used to make decisions about you or your NDIS support:
No Robot Decisions
AI is never used to write formal NDIS reports, make decisions about your service agreement, or decide what support coordination you receive.
Real Human Professional Guidance
All clinical, navigational, and support decisions are made directly by experienced human support coordinators working directly with you.
Section 7: Our Public AI Transparency Statement
We believe in total honesty and transparency. We publish a Public AI Transparency Statement so everyone knows how AI is used at Steady Guide:
📄 Public AI Transparency Statement
You can read our full statement explaining how Google Notebooks (Gemini) helps draft administrative materials and how we maintain complete human verification.
Read Our Public AI Transparency Statement [External Link – Opens in new window]📚 Words That Are Hard to Understand
Artificial Intelligence (AI): Computer software programs that help process information and draft initial written text.
Human-in-the-Loop (HITL): A strict rule that requires a real human professional to review, edit, and approve all AI-assisted drafts.
Zero-Input Mandate: Our strict rule never to put any participant information into AI software.
System Segregation: Storing confidential participant files in separate, encrypted software (Astalty/M365) so AI tools cannot see them.
Automated Decision-Making: Allowing computers to make decisions automatically. Steady Guide strictly forbids automated decision-making.
Section 9: Contact Information
If you have questions about our AI policy or how we use digital technology, please contact us:
| Key Contact | Jenny Mathers, Principal Support Coordinator |
| Organisation | Steady Guide |
| Location | Toowoomba, Regional Queensland |
| Phone | 0424 766 144 |
| jenny@steadyguide.com.au | |
| Website | steadyguide.com.au |
At Steady Guide, technology serves human connection and empowerment. Your dignity, privacy, and safety will always come first.
Ref: SG-AI-ERG-2026-v1.0 • Effective: 13 September 2026