AI & large language models (LLMs) policy

How we use AI tools responsibly — and where we never use them.

Last updated: 5 February 2026

Summary

At EKIN Property Management Ltd (“EKIN”, “we”, “us”), we may use AI tools (including large language models) to support internal drafting, summarisation and formatting work. We use AI to improve clarity and speed — not to replace qualified judgement.

Human oversight: AI outputs are treated as drafts. A member of our team reviews and edits anything that leaves EKIN.

When we use AI

• Drafting routine communications (reviewed by a property manager before sending).
• Summarising meeting notes and contractor updates into clearer internal bullet points.
• Creating templates (checklists, report structures, standard letters) to improve consistency.
• Formatting reports for readability (headings, tables, plain-English rewrites).
• Early-stage planning support (e.g., turning a scope into an initial timeline), with human validation.

What we never use AI for

• Approving major works, budgets or material instructions without a human decision-maker.
• Selecting contractors, authorising payments or certifying works on the basis of AI output.
• Replacing qualified sign-offs (e.g., safety certificates, compliance decisions, professional opinions).
• Handling emergencies without human oversight (AI does not manage out-of-hours incidents).
• Providing legal, tax or regulated advice (we use professional advisers where appropriate).

Data handling and confidentiality

We minimise the information we provide to AI tools. As a default, we avoid entering personal data or confidential property information into public AI services.

• Data minimisation: where AI assistance is helpful, we remove or generalise identifiers (names, addresses, account numbers) wherever possible.
• No client-data training: we do not permit client or property information to be used to train public AI models. Where providers offer settings or contractual terms to disable training on customer inputs, we enable and prefer them.
• Accuracy checks: outputs are checked against primary sources (contracts, emails, certificates, meeting notes) before use.

Client preference and opt-out

If you prefer we do not use AI assistance in relation to your property, email info@ekinpm.com with subject AI OPT-OUT. We will confirm and apply the instruction.

LLMs.txt disclosure

For a machine-readable disclosure, we publish llms.txt at the site root.

Questions

If you have any questions about this policy, email info@ekinpm.com with subject AI POLICY QUERY.

This page is provided for transparency and does not constitute legal advice.