Last updated: May 2025
Version: 1.0
1. Introduction and Objectives
Company AI Statement
Our company uses AI to enhance customer service and content by automating routine tasks and supporting research. AI also supports our data analysis, helping us make informed business decisions efficiently.
Objectives
Our specific goals for AI use include:
- Streamlining operations to improve efficiency and reduce manual workloads.
- Enhancing customer satisfaction through faster, more personalised services.
- Ensuring data-driven decision-making by leveraging AI for accurate analysis and insights.
2. Scope and Definitions
Scope
This policy applies to all employees, including full-time, part-time, and contractors, as well as any external vendors involved in AI-related activities.
Definitions
- Artificial Intelligence (AI): The ability of machines or software to perform tasks that typically require human intelligence, such as problem-solving, decision-making, or learning.
- Machine Learning (ML): A type of AI where computers improve their performance over time by learning from data without being explicitly programmed.
- Algorithm: A set of rules or instructions that a computer follows to perform a task or solve a problem.
- Data Privacy: The practice of ensuring that personal or sensitive information is collected, stored, and used securely and responsibly.
- Bias: A tendency for AI systems to produce results that unfairly favour or disadvantage certain groups or individuals, often due to biased data.
- Transparency: The practice of making AI processes, decisions, and uses understandable and accessible to stakeholders.
3. AI Governance Structure
AI Oversight Team
The Business Management team, led by founder James Akin-Smith, is responsible for monitoring and managing all AI-related activities.
Who Does What
The team’s specific responsibilities include:
- Selecting AI tools and ensuring they align with business goals.
- Ensuring compliance with data privacy regulations and ethical standards.
- Monitoring AI performance and addressing any issues or risks that arise.
- Training collaborators on the proper use of AI tools and technologies.
4. AI Tools and Usage
Approved AI Tools
- Zoom AI Note-taker – Used to automatically generate minutes and summaries of coaching sessions.
- Grammarly – Used to improve grammar, clarity, and tone in written content.
- Dripify – Supports automated LinkedIn messaging and engagement workflows.
- ChatGPT – Used to support content improvement, ideation, and generating helpful pointers.
- Claude – Used to support content improvement, ideation, and generating helpful pointers.
Getting New AI Tools
To introduce a new AI tool, the following process must be followed:
- A formal request is submitted to the Business Management team.
- The team reviews the tool for compliance with privacy standards, ethical guidelines, and relevance to business needs.
- Final approval must be given by founder James Akin-Smith before the tool can be adopted.
5. Data and Privacy
Data Handling
We collect and store data used in AI systems using secure, encrypted storage solutions and cloud platforms such as Microsoft 365. Access is restricted to authorised team members only. We do not collect sensitive personal information, but all other data is managed responsibly in line with best practices.
Privacy Rules
We comply with the General Data Protection Regulation (GDPR) and the UK Data Protection Act. Our data handling processes are designed to ensure transparency, accountability, and lawful use of data.
6. Ethics Guidelines
Core Principles
Our use of AI is grounded in the following ethical principles:
- We use AI to support—not replace—human decision-making.
- We prioritise transparency and fairness in how AI is applied across our business.
- We avoid harm and aim to use AI in ways that positively impact users and stakeholders.
Fairness Measures
To ensure fairness and reduce the risk of bias or discrimination:
- We use reputable, well-tested AI tools with a strong track record.
- We review AI outputs regularly to check for bias or unintended outcomes.
- We avoid using AI in high-stakes decisions without human oversight and judgement.
7. Risk Management
Risk Assessment
We identify and evaluate risks through internal reviews, structured risk checklists, and regular audits. The Business Management team is responsible for assessing and managing AI-related risks.
Emergency Plans
If an AI system malfunctions or causes unintended effects, the Business Management team will be alerted. Actions may include pausing tool use, investigating the issue, informing stakeholders, and updating internal processes.
8. Training and Guidelines
Required Learning
As we do not have employees, formal training is not required. However, collaborators receive written guidance or tutorials where appropriate.
Usage Rules
- Use approved AI tools only for their intended purpose
- Double-check AI-generated content before publishing or sharing
- Do not upload confidential or client-sensitive data
- Do not use AI for high-stakes decisions without human review
9. HR and AI
Recruitment Rules
We are not currently using AI in recruitment. If that changes, we will implement safeguards to ensure fairness and transparency.
Employee Rights
As there are no employees, no AI-driven decisions are made about staff. Policies will be created if this changes in future.
10. External Communication
Transparency Guidelines
We are transparent about AI use. AI supports human work—it does not replace it. We will disclose AI use where relevant in client-facing materials or communications.
Handling Questions
Clients and partners may contact us with any concerns or questions. We will respond promptly and transparently.
11. Legal Compliance
Key Regulations
We comply with GDPR and the UK Data Protection Act.
Cross-Border Rules
As we may have subscribers and prospects from outside the UK/EU (including the US), we take a precautionary approach to ensure alignment with regulations like the CCPA.
12. Working with Vendors
Choosing Vendors
We select vendors based on:
- Strong reputations
- Transparent privacy practices
- Ease of use
- Legal compliance
Monitoring Performance
Vendors are reviewed periodically to ensure they continue to meet our standards.
13. Project Management
Starting Projects
New AI projects are discussed between James Akin-Smith and his Executive Assistant. These informal conversations cover goals, risks, tools, and responsibilities.
Measuring Success
AI projects are assessed based on:
- Operational efficiency
- Quality of output
- Client satisfaction
14. Environmental Impact
Energy Use
We aim to limit unnecessary AI usage and minimise data processing overhead.
Green Guidelines
- Use cloud tools with sustainability credentials (e.g., Microsoft 365, Zoom)
- Avoid excessive AI use
- Prefer energy-efficient tools and providers
15. Monitoring and Documentation
Regular Checks
We review AI tools and usage every six months to ensure alignment with our goals and standards.
Record Keeping
We are beginning to keep a simple log of AI tools, uses, and decisions to improve oversight and transparency.
16. Future Planning
Staying Current
We stay informed through newsletters, webinars, and trusted AI experts.
Policy Updates
This policy will be reviewed annually, or sooner if there is a major change in how we use AI.
17. Help and Support
Contact List
James Akin-Smith | Director: james@jamesakinsmith.co.uk
Additional Resources
- ICO: AI and data protection
- EU: Ethics Guidelines for Trustworthy AI
- Google AI Principles
