AI Usage Policy

In Effect:17/11/2025
Last Updated:17/11/2025

This AI Usage Policy explains how this organisation uses artificial intelligence (“AI”) tools within its operations. The aim is to be transparent, responsible, and ethical in the use of these technologies.

1. Purpose of Using AI

We use AI tools to support and enhance our work. These tools may assist with tasks such as:

  • Drafting written content

  • Generating ideas or outlines

  • Improving clarity, grammar, and tone in documents

  • Streamlining internal workflows

AI is used as an aid, not a replacement for human judgement. All final decisions, reviews, and approvals are made by a human.

2. Types of AI Tools Used

At present, we primarily use large language model tools (such as ChatGPT) to assist with writing and content development. As our processes evolve, other AI tools may be introduced. Any additional use of AI will remain subject to this policy.

3. Human Oversight and Quality Assurance

All AI-assisted outputs are reviewed, edited, and approved by a human before being published or provided to clients.
We do not rely solely on AI for factual accuracy, legal interpretation, or professional judgement.

4. Data Handling, Privacy, and GDPR Compliance

We do not input sensitive personal information, confidential materials, or proprietary data into AI tools unless:

  • doing so is strictly necessary,

  • appropriate safeguards are in place, and

  • such processing complies with applicable data protection laws (including GDPR/UK GDPR).

Where possible, data is anonymised or stripped of identifiable elements before being provided to AI systems.

We do not use AI tools for automated decision-making that produces legal or significant effects on individuals.

5. Intellectual Property

AI-generated content is treated similarly to drafted content:

  • All outputs are reviewed and amended by a human.

  • We take responsibility for ensuring that our final delivered content meets professional, ethical, and legal standards.

  • We do not knowingly use AI to generate content that infringes copyright or other intellectual property rights.

6. Limitations of AI

AI tools can occasionally produce inaccurate, outdated, or incomplete information. They may also reflect biases present in the data they were trained on.
We take reasonable steps to verify information and ensure fairness, accuracy, and context.

7. Transparency

Where relevant or requested, we are transparent about the use of AI tools in producing written or creative work. Clients may opt out of AI-assisted support if preferred.

8. Policy Review

This policy will be reviewed regularly and updated as necessary to reflect changes in technology, regulations, or our internal practices.