Artificial Intelligence (AI) Use Policy

Effective Date: May 28, 2026 · Last Updated: September 27, 2026

Katalyst Functional Health and Nutrition (“Katalyst,” “we,” “us,” or “our”) uses artificial intelligence (AI) tools, including large language models (LLMs), to support its educational wellness coaching work. We believe in being transparent about how and where we use these tools, and about the safeguards we apply when we do.

This Policy explains how we use AI, which services we use, your choices, how your information is protected, retained, and deleted, and the human oversight we apply to anything AI produces. It supplements, and should be read alongside, our Privacy Policy and our Consumer Health Data Privacy Policy.

How We Use AI

We may use AI and LLM tools to help us:

• organize, summarize, and analyze information to support educational wellness review;
• generate draft educational suggestions, summaries, and explanations for your consideration;
• research general wellness topics and prepare educational materials;
• draft and refine routine written communications and documentation.

AI helps us work more efficiently and thoroughly. It does not replace professional judgment, and it is never the final word on anything we share with you.

AI Services We Use

We currently use AI services from the following companies:

• OpenAI (ChatGPT) and Anthropic (Claude), to help organize, summarize, compare, and review information and to prepare draft summaries or communications;
• Google (Google Meet, part of our Google Workspace account), to create AI-generated session notes and, where you separately agree, word-for-word transcripts.

These are external services, not systems that run only on our own computers. The specific services, plans, and settings we use may change over time; when they do, we update this Policy and, where required by law, ask for your renewed consent.

Your Choices

Using AI with your personal or health information is optional and requires your separate consent on our Privacy Consent Form: Consent G covers Google Meet AI session notes (G1) and transcripts (G2), and Consent H covers document review with ChatGPT (H1) and Claude (H2). You may choose any, all, or none of these, and you may withdraw a choice at any time by telling Katka during a session or emailing katka@katalysthealth.us. Declining AI session notes does not end your coaching services; Katka will take her own notes instead.

Before AI notes or a transcript are turned on in a session, we explain which features will be used and confirm agreement from everyone in the session. We do not save audio or video recordings of sessions without a separate explanation and consent from all participants. We only use the AI services you have selected, and we do not move your information, or summaries of it, to a service you have not agreed to.

We may also use AI for general research, educational materials, and drafting that do not include your personal information.

How We Protect Your Information When Using AI

• We use account terms and settings under which client content is excluded from general-purpose model training.
• We do not submit client information to AI providers as product feedback.
• We share what is reasonably needed for the task. Complete reports are sometimes necessary, so information sent to these services may identify you; we do not promise that it is anonymous.
• AI providers process and store information as needed to provide their services. Under their own terms, providers may also review or retain content for limited purposes such as safety, abuse prevention, security, and legal compliance. Excluding content from model training does not stop this processing, storage, authorized operational access, or legally required disclosures.
• These providers act as processors or service providers on our behalf, as described in our Consumer Health Data Privacy Policy.
• No electronic system can guarantee absolute security.

Retention, Access, and Deletion

AI-generated session notes and transcripts are stored in our practice Google account as part of your client record, with access limited to authorized people. They are not automatically sent to every meeting guest. Client records are kept as described in our Terms of Service and Consumer Health Data Privacy Policy.

We remove client-related conversations and uploaded files from AI services when they are no longer needed for your program. Providers may keep copies for limited periods under their own retention policies, which we do not control.

Withdrawing an AI consent stops future use of that service with your information; it does not automatically delete existing records. You may separately request deletion as described in our Consumer Health Data Privacy Policy. When we receive a valid deletion request, we delete your information from our records and AI accounts where possible and notify relevant service providers as required by law.

Human Review of All AI Output

AI-generated content, analysis, and suggestions are reviewed by Katka Gazdik before being relied upon, acted on, or shared with you, and she remains responsible for her educational wellness work. AI is a support tool that assists our work; it is not a decision-maker.

We do not use AI to make automated decisions that produce legal or similarly significant effects about you. Any educational suggestion that reaches you has passed through human review, and you are always welcome to ask how a given suggestion was developed.

Limitations of AI

AI tools can produce information that is inaccurate, incomplete, or out of date. Human review is how we guard against this, but no process is perfect. Nothing produced with the help of AI is medical advice, diagnosis, or treatment, and nothing on this site or in our services replaces care from a licensed healthcare provider. We encourage you to discuss any educational wellness information with your own licensed providers before making health decisions.

Questions and Contact

If you have questions about how we use AI, or about the safeguards described in this Policy, please contact us:

Katka Gazdik
Katalyst Functional Health and Nutrition
Email: katka@katalysthealth.us
Phone: 206-354-7242
Website: www.katalystforhealth.com