AI Use Policy

This policy explains how Shibui Tea uses artificial intelligence (AI) tools in the running of our business. We use AI in the same spirit we run everything else: to do a better job for our customers, not to cut corners. This document is available to any customer, trade partner, supplier, auditor or member of staff who asks how AI is used in our business.

Shibui Tea is a small, family-run specialty tea business. AI tools help us handle administration, drafting and analysis more efficiently, which frees up our time for the things that actually matter: sourcing exceptional tea, looking after customers and supporting the venues we supply. AI assists our work; it does not replace human judgement. Every output that reaches a customer, partner or official record has been reviewed and approved by a person.

We currently use AI tools, including large language model assistants, in the following areas:

• Business administration: helping to build and maintain internal tools, for example software that transfers order data from our online shop into our accounting system.
• Drafting and content: first drafts of marketing emails, website copy, product descriptions, social media content and business documents, always edited and approved by us before use.
• Analysis: reviewing sales data, financial performance and market research to support business decisions that we make ourselves.
• Supplier and order administration: helping to organise supplier correspondence and streamline routine record-keeping, including food safety goods-in records, which are always checked by a member of the team.
• Tea knowledge tools: we are developing an AI-based tea reference assistant built on our own product information, written and verified by us, to help answer questions about our range.

• AI does not make business decisions. It informs them; the decisions are ours.
• AI does not handle customer service unsupervised. If you contact Shibui Tea, you are dealing with a person.
• AI is not used to generate food safety, allergen or ingredient information without human verification. All such information is checked against supplier specifications by a member of the team.
• We do not use AI to create fake reviews, fabricated testimonials or misleading imagery of our products.

We comply with UK GDPR and the Data Protection Act 2018. We do not enter customer payment details into AI tools, and we minimise the personal data shared with any AI system, using it only where necessary for a legitimate business task (for example, processing an order record). We use established, reputable AI providers and review their data handling terms. Our full privacy policy is available on our website.

AI tools can make mistakes. We treat AI output as a draft, not a finished product. Anything factual, such as tea provenance, brewing guidance, pricing, allergen information or financial records, is verified by a person before it is published or relied upon. Responsibility for everything Shibui Tea publishes or sells rests with us, not with any tool we use.

We are happy to answer questions about how AI is used in our business. If you would like more detail on anything in this policy, please contact us at Unit 18 Dryden Vale, Loanhead, Edinburgh EH20 9HN, or through shibui-tea.co.uk.

This policy is reviewed at least annually, or sooner if our use of AI changes materially or relevant regulation is introduced.

Johnny Mellor
Director, Somerset Distribution UK Ltd (Shibui Tea)