AI and Automation Policy

1. How Wayfield Uses AI

Wayfield incorporates artificial intelligence (AI) and machine learning features to enhance the experience of all users on the platform. We use AI in three primary ways:

• Assisting organizers — AI tools help organizers draft workshop descriptions, generate communication templates, and create program materials more efficiently.
• Assisting participants — a conversational AI help assistant answers participant questions about workshops, bookings, and the platform using a curated knowledge base.
• Personalising discovery — AI ranking helps participants discover workshops that are most relevant to their stated interests, location, and history on the platform.

We are committed to using AI transparently, responsibly, and with meaningful human oversight. We will update this policy whenever we introduce a significant new AI capability.

2. AI Features in Detail

Workshop Brief AI

Organizers can use the Workshop Brief AI to generate initial draft descriptions, learning objectives, and promotional copy for their workshops. The tool works by taking a short prompt or set of keywords provided by the organizer and generating content suggestions.

All content generated by the Workshop Brief AI is presented to the organizer for review and editing before it can be published. No AI-generated content is published to the platform without explicit organizer approval. The organizer is solely responsible for the accuracy, legality, and appropriateness of any content they publish.

Communication Playbook AI

The Communication Playbook AI helps organizers draft messages to participants — such as pre-workshop information, day-of reminders, follow-up communications, and cancellation notices. The tool generates a draft based on the organizer's intent and the workshop context.

As with the Workshop Brief AI, every message drafted by the Communication Playbook AI must be reviewed and approved by the organizer before it is sent. The AI does not send messages autonomously. Organizers are responsible for all communications sent from their accounts.

Participant Help Assistant

The Participant Help Assistant is a conversational AI tool available to participants. It is trained on a curated knowledge base covering Wayfield's platform features, common booking questions, and general information about workshops listed on the platform.

The Help Assistant does not have access to any private account data, personal information, or payment details. It cannot make bookings, process refunds, or take any actions on your account. For account-specific queries, participants are directed to contact the relevant organizer or Wayfield support.

Discover Personalisation

Wayfield's Discover feature uses machine learning to surface workshops that are likely to be relevant to each participant. Ranking is based on factors including your stated creative interests, location, attendance history on the platform, and workshop popularity signals.

Discover personalisation is used solely to help you find relevant workshops. It is not used to build advertising profiles, infer sensitive characteristics, or share data with third parties for marketing purposes. You can view and update your interests in your account settings at any time.

3. Data Used by AI

Wayfield takes a privacy-first approach to AI development. The following principles govern how your data may be used in connection with our AI features:

• We do not use individual user content (such as your workshop descriptions, messages, or reviews) to train third-party AI or machine learning models without your explicit, informed consent.
• Where we conduct internal analysis or model improvement, we use anonymised or aggregated data from which individuals cannot reasonably be identified.
• Inputs you provide to AI tools (such as prompts to the Workshop Brief AI) may be processed by third-party AI APIs. These third parties are listed in our Subprocessors document and are contractually bound to process your data only for the purpose of providing the service.
• We do not sell your data to AI companies or allow your data to be used to improve third-party AI models outside of the service delivery context.

4. AI Accuracy Disclaimer

AI-generated content — including workshop descriptions, communication drafts, and Help Assistant responses — may contain inaccuracies, errors, or omissions. AI tools can sometimes produce content that sounds plausible but is factually incorrect, outdated, or inappropriate for a specific context.

Organizers are responsible for reviewing and verifying all AI-generated content before publishing or sending it. Wayfield does not accept liability for the consequences of publishing inaccurate or misleading content that was generated by an AI tool and approved by an organizer without adequate review.

Participants should treat responses from the Help Assistant as general guidance only and verify important details (such as booking deadlines, pricing, and venue information) directly in the workshop listing or by contacting the organizer.

5. Human Oversight

Wayfield is committed to meaningful human oversight of all AI-assisted workflows. Specifically:

• All AI-generated content (workshop descriptions, communications) requires explicit organizer approval before publication or delivery.
• AI does not take autonomous actions with financial, booking, or account consequences.
• The Participant Help Assistant cannot modify account data, process payments, or make any changes to a user's profile or bookings.
• Discover personalisation ranks workshops for discovery purposes only — it does not restrict what workshops a participant can view or book.
• Our team reviews AI feature performance and addresses reported issues on a regular basis.

6. Third-Party AI Services

To deliver some of our AI features, Wayfield may use third-party AI APIs and services. These providers process data on our behalf as data processors under written data processing agreements. They are listed in our Subprocessors document.

We evaluate our third-party AI providers against our privacy and security standards before engagement and review these arrangements periodically. If we change a key AI service provider, we will notify customers in accordance with our Subprocessors update process.

7. Opting Out

We believe AI features add genuine value to the Wayfield experience. However, we respect your choices about how your data is used.

If you are a participant and would prefer that your activity and interest data not be used for Discover personalisation, you can:

• Adjust your personalisation preferences in your account settings (where this option is available).
• Contact us at privacy@wayfieldapp.com to request that your data not be used for personalisation. We will action your request within 30 days.

Note that opting out of personalisation will not prevent you from browsing or booking workshops — it means the Discover feed will show workshops based on general signals (location, recency, popularity) rather than your personal history and interests.

8. Contact

For questions about this AI and Automation Policy or our use of AI on the platform, please contact us at privacy@wayfieldapp.com.