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AI Policy

FREE VECTOR LAW GROUP PC
AI USAGE POLICY

Last Revised: October 2026

  1. Purpose and Scope. This AI Usage Policy describes how Free Vector Law Group PC (“FVLG”, “us” or “we”) uses artificial intelligence in providing legal services to you. “AI tools” means software that uses generative AI or machine learning to create, summarize, analyze, translate, transcribe, or search content, including AI features built into software we already use, such as word-processing, legal research, and document-management platforms.
  2. Approved Tools. We use only AI tools that the firm has approved after reviewing the vendor’s security practices and contractual terms. At a minimum, an approved tool must:
    1. prohibit the vendor from using client data to train or improve its models;
    2. restrict access to client data to FVLG and to persons we authorize who are bound to protect its confidentiality;
    3. limit the vendor’s retention of inputs and outputs to no longer than reasonably necessary for service delivery, and permit their deletion on request;
    4. protect data with industry-standard encryption in transit and at rest; and
    5. require the vendor to notify us of security incidents.

    We periodically re-evaluate approved tools and their terms. On request, we will tell you which categories of approved tools we are using on your matter.

  3. Prohibited Uses. We will not:
    1. enter confidential, privileged, personally identifying, or other nonpublic information about you or your matter into any public or consumer AI tool, or into any tool that does not meet the standards in Section 2;
    2. delegate the practice of law, or our professional judgment, to an AI tool;
    3. submit or deliver AI-generated content to you, a court, an agency, or any third party without attorney review and verification; or
    4. use AI tools to make decisions that are yours to make.
  4. Attorney Oversight and Verification. A licensed FVLG attorney supervises all AI-assisted work and remains fully responsible for it. Before we rely on or deliver AI-assisted work, the responsible attorney reviews it for accuracy, completeness, and bias, and verifies case, statutory, and regulatory citations against authoritative sources.
  5. Typical Uses. We may use approved AI tools to assist with legal research; preparing first drafts and revisions of documents; summarizing, comparing, and proofreading and reviewing documents and contracts; due diligence; organizing facts and chronologies; translation; and administrative tasks.
  6. Recording and Note-Taking. We will not use an AI tool to record or transcribe a call or meeting without first obtaining the written consent of all participants, which the laws of several states in which we practice require. Please do not use AI note-taking or recording tools in meetings with us without first telling us, because a recording or transcript held by a third-party vendor may not be privileged and may be subject to discovery.
  7. Your Consent and Your Choices. By signing the engagement letter, you consent to our use of approved AI tools as described in this Policy. Because approved tools are contractually prohibited from using your information to train their models or making it available to other users, we believe this use does not constitute a disclosure of your confidential information outside the attorney-client relationship. In addition:
    1. you may prohibit or limit our use of AI on your matter, or for particular information, at any time by written notice to us, which will take effect within a reasonable time after our receipt of the notice;
    2. we will ask for your specific, informed consent before using any AI tool that does not meet the standards in Section 2, and before entering information into any AI tool that is subject to a protective order, a third-party confidentiality obligation, or a similar restriction that may limit that use; and
    3. if you have outside-counsel guidelines that address AI, please send them to us, and we will follow them to the extent consistent with our professional obligations.
  8. Court and Agency Disclosure. Some courts, agencies, and statutes require lawyers to disclose or certify the use of AI in documents filed with them. For example, beginning January 1, 2027, California Business and Professions Code section 6068.1 requires attorneys to disclose the use of generative AI in documents submitted to the court. We will comply with all such requirements, and you authorize us to make those disclosures.
  9. Billing for AI-Assisted Work.
    1. We bill for the actual time our attorneys and paralegals spend on your matter, including time spent instructing AI tools and reviewing, verifying, and revising their output.
    2. We will not bill for time that AI saved, or bill as though a task took longer than it did.
    3. We will not bill you for time spent learning to use an AI tool.
    4. The cost of general-purpose AI tools is part of our overhead and is not charged to you.
    5. We will charge you for a specialized AI tool used specifically for your matter (for example, a high-volume document-review platform) only if you agree in advance in writing, and then at our actual cost without markup.
    6. Fixed and flat fees reflect our efficiency, including our use of AI, and remain subject to the requirement that all fees be reasonable.
  10. Your Own Use of AI. If you use a public or consumer AI tool to analyze your legal matter, or paste our advice or your communications with us into such a tool, you may waive the attorney-client privilege and work-product protection for that material. Whether a waiver occurs depends on the specific facts and applicable law. In February 2026, a federal court in New York held that a person’s own exchanges with a consumer AI tool about his legal matter were neither privileged nor protected work product (United States v. Heppner (S.D.N.Y. 2026)). To protect your privilege:
    1. do not enter our communications, or your legal questions about this matter, into public or consumer AI tools;
    2. consult us before using any AI tool in connection with this matter; and
    3. tell us if documents or information you give us were generated with AI, so we can evaluate them appropriately.

    AI-generated legal analysis you share with us is not a substitute for our advice. We will evaluate it independently, and the time we spend doing so will be reflected in our billing for the matter.

  11. Security Incidents. If we learn of unauthorized access to your confidential information through an AI tool or any other system, we will notify you within a reasonable time after confirming the incident, consistent with our ethical obligations and applicable law, and will take reasonable steps to mitigate any harm.
  12. Updates. AI technology, and the rules that govern its use by lawyers, are changing quickly. We may update this Policy to reflect changes in law, professional rules, or our practices. We will notify you in writing of any material change, and such changes will take effect upon notice unless you object within fourteen (14) days. We will not reduce the protections in Sections 2, 3, 4, or 9 for your matter without your consent.