1. Purpose of using AI

Vitus Law Firm uses artificial intelligence (AI) as a tool to support and streamline business activities. AI is used for the following purposes:

• Automation of administrative tasks
• Improving customer service through chatbot solutions
• Data analysis for better decision-making
• Creative work such as text writing and idea development

The company uses the following AI tools:

• ChatGPT for text generation and idea generation
• Midjourney for generating images
• Chatstorm as a chatbot on company websites
• Zapier for workflow automation

2. Responsibility

AI responsibility lies with the company’s CFO. This person has full responsibility for:

• Selection and setup of AI tools
• Monitoring and quality assurance of AI output
• Compliance with applicable laws and this policy

3. Ethical principles for AI use

The company is committed to using AI responsibly and in accordance with the following principles:

• Data protection: Customer data is anonymized before input into AI tools to prevent individuals from being recognized.
• Transparency: AI chatbots on the website are clearly marked as “AI customer service” so users know they are interacting with a machine.
• Human control: All decisions and assessments are made by the company’s employees. AI is used solely as a support tool.
• Quality assurance: All AI-generated content is manually reviewed before use or publication to ensure accuracy, tone, and relevance.

4. Limitations on AI use

The following tasks are explicitly excluded from AI use in the enterprise:

1. AI must not be used to process or analyze sensitive personal data.
2. AI must not be used to publish content that could be mistaken for official communications without human approval.
3. AI output should never be published without prior manual quality assurance.
4. AI must not be used to generate content that imitates humans – e.g. deepfakes or fake identities.

5. Public content and transparency

AI is used to help generate content for the website, social media, and newsletters. All content is reviewed and edited by the company’s employees, and they are fully responsible for the final product.

The company chooses not actively informingthat AI has been used, as the finished content is manually edited and reflects the company’s voice and standards.

6. Legal compliance

The company follows applicable EU legislation regarding the use of AI and data, including the General Data Protection Regulation (GDPR).

Technical and organizational measures are taken to ensure that personal data is processed securely and responsibly – in particular through anonymization and minimization.

7. Handling errors and risks

If AI tools generate incorrect or misleading information, the following practices apply:

• Errors are identified and corrected quickly
• AI setup or prompts are adjusted to avoid repetitions
• Any affected customers are informed and responsibility is openly taken.
• It is emphasized that AI is a tool – and that all decisions and communication are made on a human basis.

This policy will be continuously updated as AI use develops and legislation changes.

Last updated on November 11, 2025