With the permission of everyone attending, a session may be recorded and transcribed using AI-assisted tools.

Depending on the engagement, the resulting materials may include:

• An audio or video recording

• A written transcript

• Meeting notes and summaries

• Stated needs, decisions and commitments

• Documents or information participants choose to share

We aim to collect only what is relevant to the work we are doing together.

AI may help us:

• Prepare accurate notes and summaries

• Track stated needs, decisions and commitments

• Maintain continuity across an engagement

• Notice possible gaps or questions in our understanding

• Prepare more thoughtful follow-up

AI-generated observations are treated as preliminary. A member of our team reviews the material and remains responsible for how it is interpreted and used.

AI does not make decisions on your behalf.

We do not use meeting materials to create personality or psychological profiles, infer undisclosed motives or characteristics, or make automated decisions about participants.

We do not sell client information or use it for unrelated marketing without separate permission.

Only Kari LaMotte and any The Aperture Field team member directly supporting the engagement may review client materials. The technology platforms we use may process the information as needed to provide recording, transcription, storage or AI-assisted analysis. Their handling of the information is governed by their applicable privacy, security and contractual terms.

We confirm consent before beginning a recording.

You may choose not to have a conversation recorded, transcribed or processed using AI. If anyone does not consent, we will adjust our approach; for example, by taking manual notes or proceeding without a recording.

You may also withdraw consent for future recording or AI-assisted processing.

Meeting materials are retained only for as long as reasonably needed to support the engagement, meet agreed commitments or satisfy applicable legal and administrative requirements. They are then securely deleted or de-identified where appropriate.

Where applicable, you may ask us to:

• Explain what information we hold and how it has been used

• Correct inaccurate meeting notes or information

• Delete information that is no longer required

• Clarify which tools are involved, who has access and the expected retention period

If you have a question, concern or request relating to these practices, please contact us through the contact form on this website.

We want the use of AI in our work to remain transparent, proportionate and grounded in human responsibility.