Responsible Use of Artificial Intelligence Policy

Purpose

Artificial intelligence (AI) tools can help with reading documents, drafting and research. This policy sets out how NEO uses them responsibly, consistent with the Law Society of Ontario's guidance on licensees' use of generative AI and our duties of competence, confidentiality and supervision.

Who it applies to

Every licensee, employee and contractor who uses AI tools in the firm's work, including the AI features built into our practice platform.

Our policy

1. A licensed paralegal is responsible. AI drafts and summaries used in client work are reviewed by a licensed paralegal before they are relied on or sent to anyone. AI does not give legal advice on its own.
2. Every citation is checked. Cases, legislation and quotations are verified against official sources before they are used. Our tools are instructed never to invent citations, and we never rely on that instruction alone.
3. Confidentiality. We use AI services through our own platform, not personal accounts. Sensitive numbers, such as SINs and card and bank numbers in document text, are masked by default before text is sent to an AI service.
4. Scope. Our tools flag work that is outside a paralegal's scope, and we act on those flags.
5. Records. Requests made through our AI assistant, copilot and court-form tools are logged.
6. Courts and tribunals. We follow any court or tribunal rules about the use of AI, including any requirement to certify that cited authorities are authentic.
7. Fair billing. Most of our services have fixed fees, so clients don't pay more because a tool was used.
8. Honesty with clients. Clients can ask how AI was used in their matter, and we will tell them.

For clients using our assistant

The general-information assistant in the client portal is not legal advice. It reminds users to check important points, and to ask their paralegal.

Review

This policy is reviewed at least once a year, and whenever the Law Society's By-Laws or rules change. The principal approves every change. Because AI tools change quickly, this policy may be reviewed more often.

Questions

Email info@neolegalservices.com, call 647-200-3526 or toll-free 888-519-2435, or write to us at Unit 236, 1099 Kingston Road, Pickering, Ontario L1V 1B5.