Our Use of Artificial Intelligence
The Firm utilizes artificial intelligence (AI), including generative artificial intelligence (GenAI), to support our lawyers and business teams in delivering high-quality legal services—efficiently and responsibly.
This page explains, at a high level, how we use AI, the safeguards we apply, and the choices available to our clients.
Our Approach to AI
Our approach to AI is guided by the following principles:
1. Client Trust and Transparency
We are open to discussing our AI practices and addressing any questions or concerns.
2. Professional Responsibility
Our ethical duties, confidentiality obligations, and professional responsibilities apply regardless of whether we use AI.
3. Security and Privacy
We use approved tools and apply robust safeguards.
4. Human Oversight
AI supports our team; it does not replace genuine human judgment.
5. Technological Competence
To ensure efficient legal service delivery, we embrace new technologies and evolve alongside them to serve our clients more effectively.
We review and update our approach as technology, regulations, and professional guidance evolve.
Further Support
For further information or assistance in understanding the Firm’s approach to AI and its use, please contact: sekretariat@ro-legal.com.
How We Use AI
The Firm uses AI in various ways, including to enhance the quality of our services and increase operational efficiency. We currently use a range of AI-powered systems to support specific processes.
AI Use in Client Matters
In client matters, AI may be used to support tasks such as:
- Legal research and information retrieval
- Document review and analysis
- Drafting assistance and summarization
- Analytics in contentious matters and investigations
- Document organization within automated administrative workflows
AI-assisted work on client matters is subject to appropriate review by a suitably qualified team. Unless a client requests otherwise or we agree otherwise, AI-generated outputs are not relied upon without human oversight, verification, and professional judgment.
AI Use in Business Operations
We also use AI to support internal operational processes, such as:
- Knowledge management and internal research
- Learning and development support
- Productivity and workflow enablement
- Operational and IT functions
Our duties regarding confidentiality, data protection, and security apply equally across client matters and business operations.
Our Approach to GenAI
We take a considered approach to adopting GenAI solutions and only use GenAI where we believe we can do so responsibly and in line with client expectations.
Key Risks of GenAI
We recognize that using GenAI—as with any technology—carries risks. Key inherent risks of GenAI include:
- Hallucinations: GenAI can produce outputs that appear authoritative but are factually incorrect, as the model simply predicts plausible text based on its inputs and training data.
- Confidentiality: Unless restricted, GenAI models may “learn” from the data they process. Confidential or privileged information entered into a public model (or an insufficiently secured tool) could surface in other outputs or be retained indefinitely by unauthorized third parties, risking the loss of confidentiality or legal privilege.
- Black-box challenges: GenAI models operate as “black boxes” whose internal reasoning is not fully transparent. This presents oversight and interpretability challenges.
- Oversight and autonomy: Emerging capabilities, such as agentic workflows and web browsing, enable models to execute multi-step tasks or retrieve external information with limited human intervention, oversight, or control.
- Rapid evolution: GenAI technology is advancing rapidly due to its capabilities and strong competitive pressure among vendors, with new vulnerabilities continuing to emerge.
How We Mitigate These Risks
We have taken and will continue to take steps to manage these risks. For example, our AI usage is overseen by a firmwide governance framework that includes:
- Senior leadership oversight
- Internal policies and standards
- Training for legal and business professionals
- Periodic reviews of tools and practices
- A prohibition on the use of publicly available models
We provide guidance materials to support the responsible use of approved GenAI applications. We take appropriate and proportionate steps to preserve professional secrecy and protect confidential information when using AI tools. We prohibit entering confidential client data into public GenAI tools.
Our use of AI is underpinned by a broader information security and risk management framework, which includes vendor due diligence and contractual protections.
Data processing and storage are governed by our internal policies and applicable laws.
Client Preferences Regarding AI Use
We recognize that clients may have different perspectives on the use of advanced AI technologies. If you have specific restrictions regarding the use of advanced or specialized AI tools in substantive legal work, please communicate these preferences to your primary relationship partner. We will tailor our approach in collaboration with you.
AI is widely integrated into core systems and essential productivity tools supporting our day-to-day operations, as well as personal productivity features. Because these features often cannot be customized or disabled on a per-client basis, opting out of AI entirely is not practically feasible.
Client-Provided or Third-Party AI Tools and Systems
Some clients request that we use their proprietary AI tools or systems. In addition, third parties involved in a matter may enable AI features, such as virtual note-taking assistants or collaboration platforms. Where identified risks cannot be adequately mitigated, we reserve the right to decline the use of a given tool.
We do not accept responsibility for any third-party tools that we have not approved or for content generated by such tools.
Fees and Costs
AI tools and capabilities play an increasingly integral role in delivering modern legal services. In the ordinary course of business, we utilize approved AI tools as part of our service delivery, in accordance with our governance framework. Where we intend to deploy advanced or bespoke matter-specific AI tools or features for a particular engagement, we will be transparent regarding any associated fees or disbursements, in accordance with the relevant terms of engagement.
Legal and Regulatory Disclosures
The use of AI in legal services is subject to evolving laws, regulations, and professional guidance across jurisdictions.
Nothing in this informational notice limits or modifies our professional duties or clients’ statutory rights. Legal services are provided by qualified lawyers based on professional assessment of the facts and applicable law. AI tools do not replace human competence.
Depending on the client’s location, the nature of the matter, and the lawyers involved, jurisdiction-specific requirements may apply.
Contact
If you have questions regarding our use of AI or wish to discuss AI-related requirements for your matters, please contact us: email: sekretariat@ro-legal.com or your regular contact person at the Firm.
