8 tips for transparent AI disclosure in your editing business

Here are 8 suggestions for you to consider when disclosing how you use AI in your editing business.

In this post​

Read on to find out more about:

• the impact of AI on editors and proofreaders
• why disclosure is important
• where to disclose your AI use
• disclosing why you use digital tools
• disclosing who's accountable for the output
• disclosing use of generative AI
• disclosing specific digital tools
• disclosing where tools are hosted
• disclosing AI's presence and interaction
• disclosing whether AI systems are open or closed
• seeking consent
• drafting your own statement
  
• free checklist for you to download.

​The impact of AI on editors and proofreaders

Editors and proofreaders are already feeling the effects of AI-assisted technologies on their work.

• Some of it’s uncomfortable – with reports of our colleagues losing clients as workflows they’d previously undertaken responsibility for have shifted to AI.
• Some of it’s beneficial – we’re seeing opportunities for efficiency, the knock-on effect of which can be better hourly rates.​
• And some of it’s confusing – because we might not even realize that AI’s still operating behind the scenes of some applications, even though we’re not actively using it.

​Why disclosure is important

Making time to understand whether AI is part of our editorial workflow because of the digital tools we use, and then disclosing that usage, ensures we model transparency for our clients and our community.

And when we do it, others feel inspired to do the same. That helps everyone make informed decisions based on the best information we have available at the moment.

​Being transparent also means we’re participating in a journey that fosters professional integrity and trust. Clients are more likely to feel confident in our recommendations when they see us being honest and understand which tools we’re using, why, and what the limitations and risks are.

Perhaps, like me, your approach to disclosure is a work in progress, but I think we should all be accepting of that given how rapidly the landscape around us is changing, and how complex some of the issues are!

Where to disclose your AI use

There’s no single best place. It’s up to you where you make your disclosure and how you link to it.

I work solely with indie authors and so I’ve chosen to include a section in the terms and conditions that make up my contract of services agreement. That’s because this is the text that clients are required to read prior to making a booking.

However, some of you might prefer to create a separate disclosure page and link to it from the T&Cs or your contracts. If modelling transparency is important to you, it’s less about where your disclosure is than that it exists in the first place.

What to include in your disclosure

I’ve suggested 8 things to consider for inclusion in your disclosure, though admittedly these are based on my particular needs.

If I’ve omitted anything that you think would be critical to your editorial business, please do leave a comment!

Tip 1. Why you use digital tools

This is an opportunity to state at the outset not just that you are using digital tools – and most of us are using them, though not all of them are AI-assisted – but also why.

​It shows clients that you’re able to use technology responsibly, and that the goal is to maintain professional standards for their benefit.

Example from my T&Cs

‘To enhance the quality, accuracy, consistency and efficiency of my editing service, I use digital tools that may have AI-assisted technologies running in the background (even if I'm not actively using them).’

Reason
I want to clients to know that I’m not working in the Stone Age, and that my use of digital tools will help give them a better result.

Tip 2. Who’s accountable for the output

This is an opportunity to make it clear that regardless of a machine’s involvement in your editing process, it’s you, the editor, who’s accountable and responsible for what’s delivered.

Here you’re focusing on your human value – the sense and sensibility you bring to your work for them, even though you’re using tools to help with some of the mundane heavy-lifting.

Example from my T&Cs

‘All outputs are reviewed and refined by me, a qualified human editor, before delivery to ensure quality and contextual accuracy. Software and AI tools are used strictly to support my human editing process and do not replace my human judgement or professional oversight.’

Reason
I want to draw attention to the fact that a human is in control of the process at all times.

Tip 3. Your use of generative AI in the editing process

Here’s where you can make a clear statement about your specific use of generative AI. It can help to clarify this because not all AI is the same.

Some editors use AI-assisted tools such as ChatGPT, Draftsmith or ProWritingAid for generative support with revisions; some might not. Being transparent helps clients understand what your particular skills are and who or what is doing the work.

Example from my T&Cs

​‘I do not use generative AI to draft recasts of your text or make stylistic recommendations on how your book should read.’

Reason
I pride myself on my stylistic line editing skills and want clients to know that I, a human editor, have the capability to do this nuanced and emotional work.

Tip 4. Which specific digital tools you use

This is where you can name the digital tools you use as part of your workflow, their specific purpose and whether they’re licenced.

You don’t have to limit yourself to AI-assisted technologies. You can include word-processing and spreadsheet software, PDF tools, consistency checkers, macros, search engines and file management tools associated with your editorial process.

Including a full list also means that when you seek a client’s consent (see #8 below), they know exactly which tools they’re consenting to the use of.

3 examples from my T&Cs

​‘Microsoft Excel: Used for creating chapter summaries. […] via a licensed version of Microsoft 365.’
‘PerfectIt: Used for consistency checking. A licensed […] Word add-in.’
‘Google search: Used for fact-checking.’

Reason
I want my clients to see the breadth of digital tools I use to support my service and to understand that I’m not using any old junk off the internet – where required, I have licences from reputable providers.

Tip 5. Where the tools are hosted

This is an opportunity to tell clients whether each of your tools is hosted locally, in the cloud or elsewhere. Bear in mind the following:

• Locally hosted tools: The data stays on your computer, offering more control and privacy.
• Cloud-hosted tools: The data is stored on external servers, enabling easy access and collaboration but requiring trust in the provider’s security.

If you’ve committed not to uploading client material to third-party sites, creating this information is a good way of double checking that you’re not in breach of that commitment.

3 examples from my T&Cs

​‘Microsoft Word: […] Hosted locally via a licensed version of Microsoft 365.
‘PerfectIt: […] A licensed, locally hosted Word add-in.’
‘Dropbox: […] Cloud-based licensed version.’

Reason
By stating where my digital tools are hosted, I hope my clients will trust that I’m handling their data honestly and responsibly, but within the realms of what’s on offer and practical for my business.

Tip 6. AI’s presence and interaction

Some of the editing tools we use may have AI operating in the background, and even though we’re not using it, it’s still ‘reading’ text and transmitting data.

This is an opportunity to be honest about that, and for your client to make informed decisions about whether they’re okay with it. 

Examples from my T&Cs

‘Microsoft Word: Used for text editing and reporting. Hosted locally via a licensed version of Microsoft 365. Copilot runs in the background but I don't use it for editing. Copilot may still transmit small portions of the text in your project (commonly called 'code') to generate suggestions. Any editorial suggestions I add to your project may also be processed in this way. GitHub provides privacy controls to protect this private work. This private code will not be stored or used to improve Copilot unless I have explicitly opted in, which I have not.
PerfectIt: Used for consistency checking. A licensed, locally hosted Word add-in. Does not use AI. Runs offline and does not transmit data.’

Reason
​Compare the italic text in the above examples. I think it’s really important that I’m up front about the fact that Copilot is still sniffing around in the background when I’m using Microsoft Word, even though I’m not actively using the AI to suggest textual edits.

This is especially the case given that I’m not yet ready to turn the function off because I’m still exploring how it might aid efficiency with non-client work that I do in Word.

Tip 7. Use of open and closed systems 

You can also disclose whether any AI systems you use are open or closed, or what your position is on this matter.
​

• Closed: These systems are operated by companies that keep their technology and training data private and secure. Uploaded content isn’t shared publicly or used to train AI models. It remains confidential and is processed only for the purpose of providing editing support.
• Open: These systems make their code and data public, allowing anyone to modify or retrain them.

Providing this information shows clients that you understand the differences and are making responsible decisions.

Example from my T&Cs

‘I do not use open AI systems for client work. This ensures that your materials are never used for language model training and that your privacy and data are fully protected.’

Reason
I’m still learning about AI, and the list of editorial digital tools I’m using in 2025 may look different in two years’ time. However, I want my clients to be confident that I’m using them in a way that respects their privacy to the best of my ability.

Tip 8. Seeking client consent

If your disclosure is part of your T&Cs and contract agreement, seeking consent is an opportunity for informed transparency, legal compliance and professional integrity.

It’s protects you both, and you’re being clear that there’s choice involved here. You’ve chosen to use a set of tools, but they can decide whether they’re okay with that … before the project’s underway rather than halfway into it, when it's too late.

Example from my T&Cs

‘I use reputable providers and maintain the confidentiality of your materials. However, by submitting your content for editing, you acknowledge and consent to my use of the digital tools referred to in [section] in the processing of your materials under my supervision.’

Reason
I want my clients to formally agree that they’re happy for me to use the tools I’ve listed. That way, it’s part of our service agreement from the get-go and avoids misunderstandings.

Can I copy your disclosure statement?

What's right for me, my business and my clients may be partially or completely unsuitable for you and yours, so I wouldn't recommend this.

Instead, think about the tips that I and others in our community have offered up for consideration, and then use that information as a jumping-off point ... something to help you craft your own AI and digital tools disclosure statement – one that's perfect for your business.

Summing up

I hope you've found these tips useful. Creating a transparent digital tools and AI disclosure statement helps all of us professional editors to build trust, demonstrate ethical practice and ensure we're complying with privacy regulations. 

It clarifies how our clients' materials are going to be handled, distinguishes our human expertise from automated support, and protects both parties by obtaining informed consent.
​
And, ultimately, by doing this, we're showing our clients that we're professionals who are committed to treating their data and creative work responsibly and securely.

Want to take a look at how I've approached the disclosure of digital tools in my terms and conditions? The button below will take you there – scroll down to section 14.

LOUISE'S AI DISCLOSURE

Free checklist

There's a free fillable checklist to help you think about your position and obligations in relation to the use of AI tools. It's available in my resource library via the button below.

GET THE CHECKLIST

About Louise

Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP) and co-hosts The Editing Podcast.

• Get in touch: Louise Harnby | Crime Fiction & Thriller Editor
• Connect: X @LouiseHarnby, Facebook and LinkedIn
• Learn: Books and courses
• Discover: Resources for authors and editors

---