Responsible AI Use Policy

About this policy

Last updated: 18 August 2026

How we use AI

RAIUC may use AI tools to support activities such as:

• Research and summarisation
• Drafting and reviewing website content
• Producing educational materials and resources
• Generating ideas, images or design concepts
• Improving website administration and functionality
• Analysing information and identifying possible improvements
• Supporting routine organisational tasks

1. AI Transparency

We disclose when AI is used in key processes affecting customers or employees.

RAIUC aims to be open about its use of AI. Where AI has played a significant role in producing content, resources or decisions that could materially affect users, we will provide an appropriate explanation or disclosure.

We do not intend to present wholly AI-generated work as independent human analysis where doing so could mislead people.

2. Human Oversight

Important decisions involving people must include human review.

RAIUC does not rely solely on AI to make important decisions about individuals or organisations.

Where AI is used to assist with analysis, administration or recommendations, an appropriate person remains responsible for reviewing the information and making the final decision.

3. Data Responsibility

We only use AI systems that comply with data protection laws, including the UK GDPR or equivalent requirements where applicable.

We consider privacy and data protection when selecting and using AI tools.

Personal data will only be used with AI where there is an appropriate purpose and lawful basis. We aim to minimise the information used and will not knowingly enter unnecessary personal, confidential or sensitive information into public AI systems.

Our handling of personal information is explained further in our Privacy Policy.

4. Bias Awareness

We actively monitor AI outputs for bias or discrimination.

AI systems can produce biased, incomplete or unfair results.

We review AI-assisted content and outputs for potentially discriminatory language, assumptions or recommendations. Where a risk of bias is identified, we will correct the material, reconsider the use of the AI output or use a different approach.

We will not knowingly use AI in a way that unfairly discriminates against an individual or group.

5. Security and Privacy

AI tools must meet reasonable security and privacy standards.

We take reasonable care when choosing AI services and consider matters such as their privacy terms, security arrangements and intended use.

Access to AI tools and related information should be limited to people who need it. Confidential information, passwords, financial details and other sensitive data must not be entered into AI tools unless the tool and proposed use have been appropriately assessed and protected.

6. Safe Automation

AI must not be used to automate decisions that could cause serious harm without oversight.

RAIUC will not knowingly allow an AI system to make an unsupervised decision that could cause serious legal, financial, professional or personal harm.

The level of human review will reflect the importance of the task and the possible consequences of an inaccurate or inappropriate result.

7. Responsible Content Use

AI-generated content must not knowingly spread misinformation or impersonate individuals.

We aim to review AI-assisted content before publication and check important factual claims against reliable sources where appropriate.

We will not knowingly use AI to create deceptive content, fabricate evidence, impersonate real people or spread false or misleading information.

If we discover a material error in AI-assisted content, we will seek to correct it within a reasonable period.

8. Workforce Impact

People must be informed when AI tools are introduced and offered training where appropriate.

Anyone working for or on behalf of RAIUC should receive suitable guidance about the responsible use of AI.

This includes understanding what information may be entered into AI tools, when AI-generated material must be checked, what tasks require human judgement and how concerns should be reported.

AI should support people rather than remove appropriate human responsibility.

9. Environmental Awareness

Where possible, we choose AI tools with efficient computing and sustainable infrastructure.

We recognise that developing and operating AI systems can consume significant energy, water and computing resources.

Where practical, we aim to use AI proportionately, avoid unnecessary repeated processing and consider publicly available environmental information when choosing services.

We acknowledge that detailed environmental information is not always available and that this remains an evolving area.

10. Accountability

We publish a contact point where concerns about AI use can be reported.

RAIUC remains accountable for the way it uses AI, including work produced with the assistance of third-party AI tools.

Anyone who believes that RAIUC has used AI inaccurately, unfairly, unsafely or in a manner inconsistent with this policy may contact us through our Contact Us page.

We will consider concerns in good faith, investigate where appropriate and take reasonable corrective action.

Third-party AI services

RAIUC may use AI products and services supplied by third parties. Those providers operate under their own terms, privacy policies and security arrangements.

We seek to choose reputable services and use them responsibly, but we do not control how third-party AI systems are developed or operated. Where a third-party tool presents an unacceptable risk, we may restrict or discontinue its use.

Accuracy and limitations

AI systems can produce inaccurate, outdated, incomplete or misleading information. They may also misunderstand context or present uncertain information with undue confidence.

For this reason:

• AI output should not automatically be treated as fact.
• Important information should be checked where reasonably possible.
• AI does not replace appropriate legal, regulatory, financial, medical or other professional advice.
• Responsibility for final published material and organisational decisions remains with RAIUC.

Reporting concerns

If you have a concern about RAIUC’s use of AI, please contact us and include:

• The page, resource or activity concerned
• A brief description of the issue
• Why you believe the use of AI may be inaccurate, unsafe, unfair or misleading
• Any relevant evidence or supporting information

Review of this policy

AI technologies, laws and recognised good practice continue to evolve. We will review this policy periodically and update it when our use of AI or the risks associated with it materially change.

Our principle

RAIUC uses AI to support human work—not to remove human responsibility.

We are committed to practising the same transparency, oversight and accountability that we promote through the Responsible AI Use Campaign.