Hello Media AI Policy
Last Updated 20th October, 2026
AT A GLANCE
• Kylie and the Hello Media team sign off everything we publish, teach and recommend.
• Your words, your personality, your voice. AI is just a helper in the background.
• Your information stays private, and we never use it to train AI models.
• AI is part of how we work, and this page shows you exactly where.
• AI can get things wrong, so we double-check the facts before they go out.
AI is changing fast, and so is the way we work with it.
We've been using AI tools in our business since before it was trendy, and we use them in a way that's ethical, transparent and useful for the people we serve. This page tells you exactly where AI shows up in our work, and where it doesn't.
We teach client attraction marketing, and part of that teaching involves AI. So it matters to us that we practise what we preach, with honesty.
Our Responsible AI Principles
1. Our thinking always leads. Every piece of content, coaching session, strategy and message from Hello Media is guided, shaped and signed off by Kylie or the team. AI helps us work more efficiently sometimes, and the thinking stays ours.
2. Your voice is yours. When we help you use AI in your marketing, the goal is to amplify your voice. We never encourage clients to publish AI-generated content that doesn't sound like them.
3. We're transparent about what we use and why. We don't hide our AI use or pretend everything was written from scratch at 2am.
4. Client information stays private. Client information stays private. What you share with us stays with Kylie and (when needed) the team, and it's only used to do the work you've asked for.
5. We stay accountable. AI makes suggestions and we make the decisions. Every strategy, recommendation and piece of content we publish reflects our own professional judgement.
6. We check our facts. AI can get things wrong, so we double-check facts, stats, quotes and claims before they go out.
7. We keep learning. AI tools change constantly. We update our practices, our teaching and this policy as the landscape evolves.
Where We Use AI
Content and copy: Brainstorming ideas, tightening drafts, building outlines and helping with first drafts. We edit, refine and rewrite everything in our own voice.
Research and summarising: pulling together background research, summarising long documents and staying across what's changing in digital marketing and AI.
Session preparation: building session outlines, prompt packs and teaching materials for SHINE Online, Action-Takers Academy, masterclasses and workshops.
Image creation: making images for social media, presentations and teaching content. We label images that are AI-generated.
Video, audio and captions: automated transcription and caption generation. We check captions and transcripts for accuracy, because accessibility matters to us.
Email and content workflows: drafting newsletter content, social captions and website copy that we then edit and personalise.
Business administration: summarising calls and meetings, summarising emails and internal planning.
Advertising: Using the AI features built into advertising platforms to help with targeting and optimisation. Kylie and the team set the strategy, the budget and the creative direction.
The AI Tools We Currently Use
Writing and content: Claude (Anthropic), ChatGPT (OpenAI)
Research: Perplexity, Claude
Image creation: Gemini, Meta AI, ChatGPT, Canva AI
Video editing and captions: Descript, CapCut, Instagram's "Edits" app
Meeting summaries: Fathom, Zoom AI Companion
Email and scheduling: Magnify Connect, Google Workspace
Social media scheduling: Magnify Hub (GHL)
Presentations and design: Canva (AI features)
Advertising: AI features inside Meta Ads and Google Ads
Screen Recording: Loom, Awesome Screenshot (full-page screenshots and screen recording)
This list is updated as our toolkit evolves.
Where We Don't Use AI
Some things stay with Kylie and the Hello Media team, start to finish!
Coaching and strategy sessions. Every 1:1 session, group coaching call and strategy conversation is led by Kylie, an invited guest expert or a Hello Media team member, and your advice comes from our own experience. If a session is recorded, we may use an AI notetaker (usually Fathom) to summarise it afterwards.
Your emails and messages. When you write to us, Kylie or a team member reads it and replies personally.
Decisions that affect your business. AI can help us research and draft, and Kylie and the team make the calls on your strategy and recommendations. Those calls are all us, drawing on our experience and expertise.
How We Handle Your Data
Information you share in sessions, forms and conversations is treated as confidential and only used to do the work you've asked us to do.
How AI fits in: we use Claude (Anthropic) to work on your marketing. Your brand details live in private projects that only our team can access, and we choose the privacy settings that give your information the most protection available, including opting out of model training where the option exists.
We don't:
• Use your information to train or fine-tune AI models
• Put sensitive details such as passwords, banking or payment information, government IDs or health records into AI tools
• Use AI platforms we haven't checked carefully
If a session is recorded, you'll always be told first, and we may use an AI notetaker (usually Fathom) to summarise it afterwards.
We follow the Privacy Act 1988 and the Australian Privacy Principles. We work with clients in Australia, New Zealand, Canada and the UK, so we aim to meet the strictest standard that applies to you.
You can read more in our Privacy Policy.
Etical AI At Hello Media
For us, ethical AI is about care: using it in ways that respect people, creativity and the planet. Kylie has seen first-hand what happens when AI gets used on someone without their say-so, and it shapes how we work. (Read more about that here)
Consent comes first. We don't create AI versions of anyone's face, voice or story without their permission.
Truth matters. We don't use AI to put words, emotions or stories into someone's mouth, or to change what they said or meant.
Accessibility is built in. We check captions and transcripts for accuracy, and we write clear alt text for images wherever we can, because accessibility matters to us.
We think about the planet. We think about the planet. AI runs on power-hungry data centres, so we batch our prompts, repurpose content that's already working instead of regenerating it from scratch, and work in Claude projects where each business's documents are stored as context. That means better outputs first time and less waste.
Someone always owns it. Automation never replaces accountability. If something goes wrong, a person at Hello Media owns it and fixes it.
Our check before we publish. Does this reflect our values? Would we be proud to put our names to it? Is it helping or harming trust in us and the people we serve?
Want the full story? Read Kylie's blogs: Ethical AI Isn't Optional (hellomedia.team/post/ethical-ai) and Accessibility Isn't Optional (hellomedia.team/post/accessibility).
Copyright and Ownership
All content published under the Hello Media brand has been reviewed, edited and approved by a Hello Media team member.
The final edited and approved content we create for you, such as social captions, email drafts and website copy, is yours to use. Copyright law around AI-assisted work is still developing in Australia and overseas. We shape and edit everything with human authorship, and we can't promise how every country will treat AI-assisted work.
We don't pass off AI-generated content as entirely our own writing, and we encourage clients to steer clear of doing that too.
Transparency and Labelling
This page is our disclosure. AI is part of how we work, and what we teach, and you'll find exactly where in the sections above. If you're ever curious how something was made, just ask and we'll give you a straight answer. Nobody has this perfect yet, and we're always working on getting better at it.
A Note on Evolving AI Law
Australian and international laws around AI, copyright and data are still catching up with the technology. We follow current legislation and apply our own ethical judgement where the law hasn't caught up yet. We'll update this policy as the legal landscape changes.
Our Team
Everyone who works with Hello Media, including team members and contractors, follows this policy.
If Something Goes Wrong
If we spot a mistake or a privacy issue involving AI, we'll tell you promptly, fix it, and explain what we've changed. We also follow our legal obligations, including Australia's Notifiable Data Breaches scheme.
Frequently Asked Questions
Does Hello Media use AI?
Yes. AI is part of how we work, from research and drafting to captions and meeting summaries. The sections above show you exactly where it's used, and where it isn't.
Does Hello Media use my information to train AI models?
No. Your information is only used to do the work you've asked us to do, and the training settings on our AI accounts are switched off. Your brand details live in private Claude projects that only our team can access.
Will AI run my coaching or strategy sessions?
No. Every 1:1 session, group coaching call and strategy conversation is led by Kylie, an invited guest expert or a Hello Media team member, and your advice comes from our own experience. If a session is recorded, we may use an AI notetaker (usually Fathom) to summarise it afterwards, and we'll let you know first.
Who owns the content Hello Media creates for me?
The final edited and approved content we create for you is yours to use. Copyright law around AI-assisted work is still developing in Australia and overseas, so we shape and edit everything with human authorship, and we can't promise how every country will treat it.
Does Hello Media create AI versions of people?
Only with their permission. We don't create AI versions of anyone's face, voice or story without their say-so, and we don't use AI to put words or emotions into someone's mouth.
Questions or Feedback?
We want to hear from you. If something here isn't clear, or you have a concern about how we've used AI in something that affected you, reach out. We reply within 3 business days.
Email: [email protected]
Website: www.hellomedia.team
Changelog
October 2026: Expanded policy with an at-a-glance summary, FAQs and ethical AI section, fact-checking, team and contractor coverage, advertising AI, privacy law and an issue response process.
Next review: January 2027, or as required.
Hello Media Pty Ltd | hellomedia.team | Bangalow, NSW, Australia
Inspired by Mari Smith's Generative AI Policy (https://www.marismith.com/generative-ai-policy/) and the Responsible AI Manifesto for Marketing and Business from the Marketing AI Institute (https://www.marketingaiinstitute.com/blog/the-responsible-ai-manifesto-for-marketing-and-business).
Step up, take action, get visible & viable!
Are you ready to grow a successful, viable business through digital marketing?
Are you ready to get visible and attract your dream customers and clients to you?
Unceded Bundjalung land
Hello Media Pty Ltd acknowledges the Minjungbal people of the Bundjalung nation, the traditional owners of the land we live and work on, who have walked upon and cared for this land for thousands of years.
We also acknowledge the Traditional Owners of Countries throughout Australia and their continuing connection to land, sea and community. We pay our respects to their cultures and to the Elders past, present, and emerging.
Email us at [email protected]
© Copyright 2026. Hello Media Pty Ltd. All rights reserved.