RCLex – Policy on the Use of Artificial Intelligence Systems

1. Introduction

RCLex – Studio Legale Associato (“RCLex” or the “Firm”) recognises the potential of artificial intelligence (“AI”) systems as a tool to support professional activities, legal analysis, document management and communication with clients.

The Firm promotes a responsible, transparent, secure and ethical use of AI, in compliance with the applicable legislation, the professional ethical duties of the legal profession, the protection of professional secrecy and the protection of personal data.

This Policy governs the principles and methods of use of AI systems by professionals, collaborators, employees and consultants of RCLex.

2. Purposes

The use of AI within the Firm is aimed at:

• improving operational and organisational efficiency;

• supporting research and document analysis activities;

• facilitating the preparation of drafts and informational materials;

• improving the quality and timeliness of professional services;

• promoting innovation in compliance with fundamental rights and professional rules.

AI constitutes a support tool and does not replace, under any circumstances, the professional judgement of the lawyer or consultant in charge.

3. Scope of Application

This Policy applies to all AI systems used by RCLex, including, by way of example:

• generative text AI systems;

• document analysis systems;

• assisted translation tools;

• systems supporting legal research;

• AI-based automation and productivity tools.

4. General Principles

In the use of AI systems, RCLex is guided by the following principles:

4.1 Human Supervision

Every output generated by AI is subject to human verification and validation.

No document, opinion, professional communication or legal act prepared with the support of AI may be used or transmitted without adequate review by a professional of the Firm.

4.2 Accuracy and Reliability

Outputs generated by AI may contain errors, inaccuracies or information that is not up to date.

RCLex professionals always verify:

• the legal correctness of the contents;

• the updating of legislation and case law;

• consistency with the specific case;

• the adequacy of the sources used.

4.3 Confidentiality and Professional Secrecy

The Firm adopts measures aimed at preserving the confidentiality of the information processed.

Unless specific contractual and technical safeguards are in place:

• data covered by professional secrecy are not entered into AI systems;

• documents containing sensitive data or confidential information identifying clients are not uploaded;

• anonymisation or pseudonymisation techniques are used where possible.

4.4 Protection of Personal Data

The use of AI takes place in compliance with Regulation (EU) 2016/679 (“GDPR”) and the other applicable legislation.

RCLex assesses in advance the impacts concerning the protection of personal data before adopting new AI tools.

4.5 Non-discrimination

The Firm does not use AI systems that may result in unlawful discrimination or treatment contrary to the fundamental rights of individuals.

5. Permitted Uses

AI may be used, by way of example, for:

• preparation of preliminary drafts of documents;

• summarisation and classification of documents;

• support for legislative and case-law research;

• linguistic revision and translation;

• preparation of informative content and informational materials;

• internal organisational and administrative activities.

6. Prohibited Uses

It is prohibited to use AI systems to:

• make professional decisions in a completely automated manner;

• replace the professional judgement of the lawyer;

• process confidential information in the absence of adequate safeguards;

• generate misleading or deceptive content;

• violate rules concerning the protection of personal data, intellectual property or professional secrecy;

• engage in practices prohibited by applicable European or national legislation.

7. Transparency Towards Clients and Users

RCLex considers transparency to be an essential element for the responsible use of AI.

The Firm may make use of AI systems to support certain professional and organisational activities. In any case:

• professional responsibility remains entirely with RCLex professionals;

• AI outputs are subject to human verification before their use;

• clients may request general information regarding the use of AI in the context of the professional services received.

8. Information Pursuant to Article 50 of the AI Act

In accordance with Article 50 of Regulation (EU) 2024/1689 (“AI Act”), RCLex informs that certain content present on the website, in newsletters, informational materials or communications of the Firm may be created or processed with the support of artificial intelligence systems.

With regard to textual content intended for informational or educational purposes, RCLex guarantees that it is subject to human review and editorial control before publication.

9. Training and Awareness

RCLex promotes the continuous training of its professionals and collaborators on the responsible use of AI, with particular attention to:

• technological risks and limitations;

• protection of personal data;

• cybersecurity;

• obligations arising from the AI Act;

• ethical and professional aspects.

10. Updating of the Policy

This Policy is subject to periodic review to ensure alignment with:

• technological developments;

• European and national legislation;

• guidelines of the competent authorities;

• professional best practices.

11. Contacts

For further information on the use of artificial intelligence by RCLex, it is possible to contact the Firm through the contact details indicated on the website www.rclex.it.

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Final Note

Artificial intelligence represents a tool supporting professional activities. RCLex believes that the quality of legal services must continue to be based on the competence, experience and responsibility of the professionals assisting the client. AI can contribute to improving such activities, but it cannot replace human judgement, professional ethics and the relationship of trust between lawyer and client.