AI Usage Policy
This policy sets out how Synergy Safeguarding Ltd uses artificial intelligence (AI) tools in running the business, and the safeguards we apply, particularly around client confidentiality and safeguarding judgements. It is written to be read alongside our Privacy Notice and Terms and Conditions.
There is currently no single UK law governing AI use. AI is regulated through existing frameworks, principally UK GDPR and the Data (Use and Access) Act 2025, and increasingly through procurement guidance such as PPN 017 on AI transparency in public contracts. This policy reflects that landscape and will be updated as it develops.
1. What we use AI for
We use general-purpose AI tools, such as Anthropic's Claude, to support the day-to-day running of the business, including:
- Drafting and editing website content, policies, and business documents.
- Research and fact-checking on regulatory and sector developments.
- Administrative tasks such as formatting, summarising, and document production.
These are writing and research aids. They speed up drafting; they do not replace the judgement, expertise, or final decisions that go into our work.
2. What we don't use AI for
- We do not use AI to make safeguarding judgements, assess risk, or determine accreditation outcomes. These decisions are made by a qualified human, always.
- We do not use AI for any form of automated decision-making about individuals.
- We do not input identifiable client, staff, or safeguarding information into AI tools, including names, case details, or DBS information. Where AI assists with client-related work, it works from anonymised or generic information only.
3. Confidentiality and data protection
Some AI tools process data outside the UK, in the same way some of the providers listed in our Privacy Notice do. We apply the same principle here as everywhere else in the business: minimise what is shared, and never share what does not need to be.
We do not rely on AI providers as data processors for client personal data. Where a general-purpose AI tool is used, it is used for drafting and research on non-identifiable content only. It does not become part of how we deliver, store, or manage client information.
4. Human oversight
Every piece of AI-assisted content, whether it is website copy, a client-facing document, or business material, is reviewed, checked, and approved by a human before it is used or published. AI drafts; people decide.
5. Accuracy
AI tools can make mistakes, including generating incorrect facts or outdated legal information. We check AI-assisted content against primary sources before relying on it, particularly for anything referencing legislation, regulatory guidance, or figures.
6. Review
This policy is reviewed annually, or sooner if our use of AI changes or the regulatory landscape shifts significantly. Questions about this policy can be sent to hazel@synergysafeguarding.co.uk.