Responsible AI Policy - Laundry Lane

Purpose

This policy outlines how Laundry Lane approaches the use of artificial intelligence tools and the handling of data across our productions and business operations. As a video and animation agency, we work with sensitive client briefs, personal data, footage of real people, and creative assets that belong to others. We are committed to using AI tools and managing data in ways that are transparent, ethical, and respectful of the people and organisations we work with. This policy applies to all Laundry Lane staff, contractors, and freelancers engaged on our productions or business operations.

Our Approach to AI in Production

AI tools are increasingly part of the creative and production landscape. We embrace their potential to support our work while holding firm boundaries around how and when they are used. Our starting position is that AI tools should support human creativity, not replace the skill, judgment, and care of our team. Every use of AI at Laundry Lane is subject to human oversight and editorial review before it reaches a client or audience.

The AI Tools We Use

We currently use the following AI-assisted tools across our work. We have grouped them by the level of data sensitivity they involve. Higher sensitivity tools These tools interact directly with creative content, footage, personal data, or confidential client material. We apply additional care around what is inputted into these platforms and ensure clients are informed when they are used in a production. Runway is used for AI-assisted video generation, motion graphics, and visual effects. Because Runway processes actual footage and can generate synthetic visuals, we do not input identifiable footage of real people or confidential client material without explicit approval. We will always disclose to clients when Runway has been used to generate or significantly alter visual content in a deliverable. Adobe Suite (including Adobe Firefly and AI-assisted features in Premiere Pro, After Effects, and Photoshop) is used across editing, colour grading, animation, and image work. Adobe’s AI features may process visual content to perform tasks like background removal, auto-captioning, or generative fill. We use these features to support quality and efficiency and disclose their use to clients where the output is material to the final deliverable. Claude is used for scripting assistance, research, drafting communications, and production support. We do not input unpublished client scripts, personal participant data, or confidential project information into Claude without client awareness. Claude is used to support our team, not to replace creative judgment or our Sensitive Storytelling approach. Google Suite and Gemini are used for document creation, internal communications, project planning, and AI-assisted drafting via Gemini. Google’s AI features may process the content of documents and emails stored within our Google Workspace environment. We manage sharing permissions carefully and do not store sensitive participant data or confidential client assets in unsecured Google Drive folders. Standard operational tools These tools use AI primarily for workflow automation, organisation, and communication. They handle business data including contact details, project notes, and task information rather than creative content or personal participant data. Asana is used for project and production management. AI features in Asana assist with task organisation, scheduling, and workflow automation. Project information shared in Asana is limited to what is necessary for production coordination. HubSpot is used for client relationship management, marketing communications, and business development. AI features in HubSpot assist with email drafting, contact management, and reporting. We do not store sensitive personal data or production participant information in HubSpot.

What We Will and Will Not Do With AI

We will:

Be transparent with clients when AI tools have been used in the production of their content, and seek agreement on this before commencing work where relevant.
Use AI tools to enhance quality, efficiency, and accessibility, while ensuring the final creative product reflects genuine human craft and intention.
Apply the same editorial standards to AI-assisted content as we do to all other content we produce.
Regularly review the AI tools we use to ensure they align with our values around data privacy, copyright, and ethical content generation.
Stay informed about evolving legal and industry standards around AI in creative production and update our practices accordingly.

We will not:

Use AI to generate synthetic versions of real people, including deepfakes, voice clones, or fabricated likenesses, without explicit informed consent from the individual.
Use AI-generated content to misrepresent facts, people, organisations, or impact.
Use AI tools that are trained on scraped, unlicensed, or stolen data where this is known to us.
Input confidential client information, personal data, or sensitive footage into publicly accessible AI tools or platforms without client approval.
Use AI as a substitute for our Sensitive Storytelling approach when working with real people and their stories.
Pass off AI-generated work as entirely human-made when clients have a reasonable expectation to know otherwise.

Data We Collect and How We Use It

Laundry Lane collects and handles several categories of data in the course of our work. Client and project data includes briefs, scripts, contracts, communications, and creative assets shared with us for the purpose of delivering productions. This data is used solely to complete the agreed scope of work and is not shared with third parties without permission. Personal data of production participants includes the names, contact details, images, voices, and stories of people who appear in or contribute to our productions. This data is collected with informed consent and used only for the purposes outlined at the time of collection. Business contact data includes names, email addresses, phone numbers, and company details of clients, partners, and suppliers. This is used for project communications, invoicing, and where consent has been given, marketing communications. This data is managed within HubSpot and Google Suite. Website and analytics data includes IP addresses, browser information, and usage data collected automatically when people visit our website. This is used for security, performance monitoring, and improving our digital presence. We do not collect or process sensitive personal information as defined under the Australian Privacy Act 1988, and we do not knowingly collect data from individuals under the age of 18.

Informed Consent for Participants

Because our work regularly involves filming, photographing, and recording real people, informed consent is central to how we operate.

All participants in Laundry Lane productions will be provided with a clear explanation of how their image, voice, and story will be used before any filming or recording begins.
Consent will be obtained in writing and will specify the intended platforms, audiences, and duration of use.
Where content featuring a participant may be used in paid, sponsored, or commercially distributed contexts, separate and specific consent will be sought for that use.
Participants will be informed if any AI tools will be used to process their likeness, voice, or personal story, including tools like Runway, Adobe Suite, or AI-assisted transcription and translation features.
We will honour all requests to withdraw, amend, or limit consent, and will take reasonable steps to remove or modify content accordingly.

Data Storage and Security

We take the security of client and participant data seriously.

Client project files, footage, and creative assets are stored on secure, password-protected systems with access limited to team members working on the relevant project.
We use Google Suite as our primary environment for document storage and collaboration, and manage access permissions carefully to ensure sensitive material is not shared beyond those who need it.
Personal data is retained only for as long as it is needed for the purpose for which it was collected. In general, we do not retain personal data for longer than two years beyond the conclusion of a project unless legally required to do so.
When personal data is no longer required, it is securely deleted or anonymised.
In the event of a data breach that affects personal information, we will notify affected individuals and relevant authorities in accordance with our obligations under the Australian Privacy Act 1988.

Sharing Data With Third Parties

We do not sell personal data. We may share data with third parties only in the following circumstances:

With the third-party platforms listed in this policy, including Google Suite, Asana, HubSpot, Adobe Suite, Runway, and Claude, under their respective terms of service and privacy frameworks. We review these periodically to ensure they remain appropriate.
With service providers who support our operations under confidentiality agreements.
With clients, where data has been collected on their behalf as part of a production, and only to the extent necessary for the delivery of that project.
Where required by law, court order, or regulatory authority.

We take care when engaging freelancers or contractors to ensure they understand and comply with our data handling standards for the duration of their engagement.

Copyright, Licensing, and AI-Generated Content

The question of intellectual property in AI-generated content is evolving rapidly. We take a cautious and transparent approach.

We will only use AI tools, including Runway, Adobe Firefly, and Gemini, that operate within clear licensing frameworks for their training data, to the best of our knowledge and ability to verify.
Any AI-assisted elements in a deliverable will be disclosed to the client, and ownership and licensing arrangements will be agreed upon in writing before delivery.
We will not include AI-generated music, footage, imagery, or voiceovers in client work without confirming the licensing status of that content and obtaining client approval.
We will not claim copyright over purely AI-generated elements of a work where no human creative contribution has been made.

Our Obligations Under Australian Privacy Law

Laundry Lane operates under the Australian Privacy Act 1988 and the Australian Privacy Principles. Where we work with clients or participants based in the European Union or United Kingdom, we also respect the obligations of the General Data Protection Regulation. You have the right to:

Request access to personal information we hold about you.
Request correction of inaccurate or incomplete personal information.
Request that we delete personal information we hold about you, where we are not legally required to retain it.
Withdraw consent for the use of your personal information at any time, where our use is based on consent.

To exercise any of these rights, please contact us using the details in Section 11 of this policy. If you believe we have mishandled your personal information, you have the right to lodge a complaint with the Office of the Australian Information Commissioner.

Ongoing Review

The landscape of AI tools, data regulation, and industry practice is changing quickly. We commit to:

Reviewing this policy at least annually, and whenever we adopt new AI tools or significantly change our data practices.
Ensuring all staff and regular contractors are familiar with this policy and understand their responsibilities.
Keeping up to date with guidance from the Office of the Australian Information Commissioner, the B Corp community, and relevant industry bodies.
Creating space within our team to raise concerns about AI use or data handling as they arise.

Contact

If you have questions about this policy, wish to exercise your privacy rights, or want to raise a concern about how we have handled data or used AI in our work, please contact us at: info@laundrylane.com.au laundrylane.com.au This policy was adopted by Laundry Lane and will be reviewed regularly to reflect our evolving practices and obligations.