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Introduction

This policy outlines the guidelines and regulations for the use of Artificial Intelligence (AI) technologies within CaptionHub. It is designed to ensure that our use of AI aligns with our company's values, legal requirements, and ethical standards.

CaptionHub is an embedded AI platform. This means that CaptionHub relies on integrating third-party foundational technologies for providing AI-enabled services such as automatic speech recognition or machine translation. CaptionHub does not design, develop or train its own artificial intelligence models.

As such this Responsible AI Policy sets out how CaptionHub responsibly sources and integrates AI for its customers. We always recommend you refer to the individual AI suppliers for information relating to their own models. You can find all integrated AI services in the CaptionHub Sub-Processor Register.

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1. Third-Party AI Services

Approval Process: Use of third-party AI services is permitted only after a review and approval by the CEO and CTO or CCO.
Sub-processors List: Any approved third-party AI service is be added to CaptionHub sub-processors list to maintain transparency and compliance with data processing regulations.

2. Data Privacy and Opt-Out

Opting Out of Data Usage: AI services will only be integrated where there is either (1) an option to opt-out of using our data for their AI training purposes or (2) an alternative service for a particular process (e.g. ASR). Where there is an option to opt out we will always choose to opt-out. This decision is in line with our commitment to protecting our data and the privacy of our clients.
All opt-out options are labelled in the CaptionHub Sub-Processor Register.

3. Compliance and Monitoring

Regular Reviews: This policy will be reviewed regularly to ensure it remains aligned with current laws, technological advancements, and best practices in AI.
Employee Training: All employees will receive training on this policy to ensure understanding and compliance.
Violations and Consequences: Any violation of this policy may result in disciplinary action, up to and including termination of employment.

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Our commitment to responsible AI

At CaptionHub, we are committed to developing and deploying AI responsibly. We prioritise transparency, fairness, and accountability in our AI-driven localisation solutions, ensuring they enhance accessibility while upholding ethical standards, and the trust placed in us by our clients and partners.

We actively engage with industry best practices and continuously refine our technology to align with evolving ethical guidelines. By fostering human-AI collaboration, we empower users with accurate, inclusive, and responsible AI solutions. Our commitment is to harness AI’s potential while ensuring it serves our customers in a safe, fair and trustworthy manner.

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Compliance with the EU AI Act

Version: 1.0 Last reviewed: January 2026

Scope and applicability

This section sets out our position on compliance with Regulation (EU) 2024/1689 (the EU AI Act), which came into force on 1 August 2024. It is relevant to all customers, prospective customers, and partners who require confirmation of our obligations and commitments under that regulation, including those operating in the European Union, the United Kingdom, the United States, and globally.