How to use Hail Assist Responsibly and Safely.

Hail uses AI to help organisations create content, improve communication, support website search, and manage image privacy. These tools are designed to make communication easier while keeping people, privacy and safety at the centre.

This guide explains how to use Hail AI tools responsibly, including Hail Assist, the Hail AI Chatbot and Hail Image Privacy.

1. Understanding How the AI System Works

Hail Assist uses language models to help with content creation, tone adjustments, translations and responses based on the instructions you provide.

The AI takes the input you provide and generates a draft response based on the context, tone and other specifications you select. It uses natural language processing techniques to understand and respond to your request.

Key features

• Generates text-based outputs based on user input and selected tone.
• Can adjust responses to be friendly, formal, educational or conversational.
• Can help with drafting, rewriting, summarising, translating and improving content.
• Built to support clear, respectful and appropriate communication.

Hail Assist should always be treated as a drafting tool. You remain responsible for reviewing and approving anything before it is published or shared.

2. Using the AI System Effectively for Desired Outcomes

To get the best results from Hail Assist, keep these tips in mind:

• Be clear and specific: Provide clear instructions about what you need, including topic, purpose, audience and tone.
• Use tone options: Select the most appropriate tone, such as friendly, formal, educational or conversational.
• Add context: If you need something more detailed or precise, include relevant background information.
• Review the output: Always check the response before publishing or sharing it.
• Edit where needed: AI-generated content is a starting point, not the final version

3. Using the AI System Responsibly and Safely

While Hail Assist is designed with safety in mind, users also play an important role in responsible use.

• Avoid sharing sensitive information: Do not include personal, sensitive or confidential information in prompts unless it is necessary and appropriate.
• Review AI content for appropriateness: Check that the generated content aligns with your organisation’s tone, values and responsibilities.
• Use AI ethically: Do not use AI-generated content in harmful, misleading, offensive or malicious ways.
• Check important details: Names, dates, facts, links and official information should be checked before use.

AI can save time, but human judgement remains essential.

4. Identifying and Addressing Biases and Ethical Issues

AI systems, including Hail Assist, may reflect biases present in the data they are trained on. While we work hard to minimise this, it’s important to be aware of potential biases in generated content.

Here’s how you can address this:

• Watch for biased outputs: If you notice unfair or inappropriate wording, adjust it before use.
• Ensure inclusivity: Be mindful of diverse perspectives and communities.
• Check tone and meaning: Make sure the response says what you intend it to say.
• Provide feedback: Let Hail know if you see concerning, inaccurate or unexpected AI output.

Hail is committed to reducing bias and improving the quality of AI-supported tools. User feedback is important in helping us do this.

5. Protecting User Privacy and Obtaining Consent

Privacy is a core part of responsible AI use.

When using Hail Assist:

• Do not enter personal, sensitive or confidential information unless necessary.
• Make sure you have permission to use any personal information, quotes, images or content you include.
• Review AI-generated content before publishing it publicly.
• Check that the content does not accidentally reveal private information.
• Obtain consent where required before publishing content that refers to another person.

Hail Assist does not require personal information to generate responses. The safest approach is to keep prompts general unless personal information is genuinely needed.

6. Using Hail Image Privacy responsibly

Hail Image Privacy is designed to help organisations protect people in images before content is shared.

It can help organisations:

• protect selected people in images
• hide or blur faces before sharing to social media
• apply stronger privacy settings across shared images
• review where images have appeared when privacy, consent or safety circumstances change

Where image matching is used, it is designed for a specific privacy or safety purpose. It does not identify unknown people, does not match people across different organisations, does not infer sensitive attributes, and does not use biometric information to train AI models.

Hail Image Privacy should only be used for legitimate privacy, consent, safety, welfare or protection purposes. It must not be used for surveillance, attendance, behaviour monitoring, profiling or identifying unknown people.

Organisations remain responsible for consent, notification, lawful use, record keeping and reviewing possible image matches before taking action.

7. Complying with regulations and legal obligations

Hail AI tools are designed to support responsible communication, but your organisation remains responsible for meeting its own legal and policy obligations.

Before using AI-generated content or Image Privacy features, consider your responsibilities around:

• privacy and consent
• use of personal information
• use of images
• child safety and safeguarding
• accuracy of public communication
• record keeping
• sector-specific policies or rules

AI-generated responses should be reviewed carefully, especially when used in official documents, public communication, student or parent communication, or sensitive situations.

8. Staying in control

Hail AI tools are designed to keep you in control.

With Hail Assist, you decide what instructions to provide, what tone to use, and what content to publish.

With Hail Image Privacy, your organisation chooses which privacy rules to enable, who is authorised to manage them, and what action to take after reviewing results.

AI supports decision-making, but it does not replace human review.

9. Providing feedback, reporting errors and raising concerns

Your feedback helps us improve Hail’s AI tools.

Please contact Hail Support if you notice:

• inaccurate or inappropriate AI output
• biased or unfair wording
• unexpected results
• privacy concerns
• image privacy concerns
• questions about how Hail AI tools work

Key message

Use Hail AI tools to help create, improve and protect content, but always review, edit and approve before publishing.

Responsible AI means keeping people, privacy and human judgement at the centre.