Artificial Intelligence Usage Policy

Introduction

Artificial intelligence (AI) technologies are becoming increasingly common in workplaces and organisations. They offer opportunities to improve efficiency, reduce administrative burdens, enhance accessibility, and support staff in carrying out their roles. Used appropriately, AI can help the Union work more effectively, allowing more time and resources to be focused on supporting members and advancing the Union's objectives.

However, AI also presents risks. AI systems can produce inaccurate or biased outputs, create uncertainty around accountability, raise concerns about privacy and data protection, and have a significant impact on the environment.

As a democratic, values-led organisation, the Union is committed to ensuring that any use of AI aligns with our principles of accountability, transparency, equality, inclusion, and member-led decision-making. This policy provides a framework for the responsible use of AI across the Union, setting out where AI may be used, where it must not be used, and the safeguards that must be in place whenever AI tools are utilised.

The purpose of this policy is not to encourage the widespread use of AI, nor to prohibit its use entirely, but to ensure that where AI is used, it is done thoughtfully, proportionately, and in a manner consistent with the Union's legal obligations, environmental responsibilities, and organisational values. AI is a tool that may assist the Union's work; it is not a substitute for human judgement, democratic accountability, professional expertise, or the voices of our members.

Purpose

The purpose of this Policy is to:

• Set out how the Union will use AI responsibly
• Protect the privacy, confidentiality, and security of information held by the Union
• Ensure compliance with data protection when using AI
• Define the circumstances in which AI may and may not be used

Scope

This Policy applies to the use of AI when working for, or on behalf of the Union of Students including:

• Employees;
• Elected Officers;
• Trustees;
• Student Representatives;
• Community Leaders;

Principles of AI Usage

The Union shall ensure that AI is used in line with the following principles:

Realistic expectations and workload fairness

The use of AI to improve efficiency will not be used as a basis for increasing expectations of output, pace, or workload for staff. Any productivity gains achieved using AI are intended to support capacity, reduce pressure, and improve the quality of work, not to create higher baseline expectations or reduce staffing resources.

Human Accountability & Responsibility

AI is a tool to assist work, not replace judgement. Individuals remain fully responsible for all decisions, advice, and outputs, even when AI has been used in their preparation.

Ethical and lawful handling of information

The use of AI must always comply with legal obligations, including data protection, confidentiality, and the safeguarding of sensitive information. The Union will not expose members, staff, or third parties to unnecessary risk through inappropriate use of AI tools.

Fairness, equality, and inclusion

The Union recognises that artificial intelligence systems are built using data, models, and design choices that may reflect historical, social, and structural inequalities. As a result, AI outputs can reproduce, reinforce, or amplify bias.

The use of AI must therefore always be approached critically and with awareness that neutrality cannot be assumed. Where AI is used, users must take active steps to identify, challenge, and mitigate potential bias.

Environmental responsibility & proportionality

AI should be used thoughtfully and sparingly, recognising its environmental impact. Its use should always be justified by clear benefit.

Decision making

AI must never be used to make or determine decisions on behalf of the Union. Final decisions always rest with relevant staff, student leaders or governing body.

Transparency & trust

The Union will use AI in ways that are open and understandable. Where AI plays a meaningful role in producing external-facing work, its use should be acknowledged where appropriate.

Appropriate and proportionate use

AI should only be used where it is suitable for the task.

Permitted uses of AI

Administration & Organisational Support

• Summarising meeting notes, reports, case files and documentation
• Assisting with drafting minutes
• Organising, categorising or formatting information that does not include personal data
• Assisting with planning

Communication

• Checking spelling, grammar and clarity
• Improve readability of drafts written by staff
• Simplify or shorten information for different audiences
• Software

Accessibility & Inclusion

• Assisting with transcribing and note-taking

Prohibited uses of AI

• Process special category personal data*
• Process identifiable personal data. Any personal data should be anonymised before being entered into an AI system^*
• Make decisions on behalf of the Union
• Create complete artwork, graphics or design. This does not prevent the use of software which incorporates AI assistive features as part of a human-led creative process. i.e. a photo editing software

^*The Union permits the use of AdvicePro add on software (Wyser, which uses AI) to support case work management in our advice service. This is explicit in our confidentiality agreement.

Use of AI in Union Elections

The Union is committed to remaining a member-led, democratic organisation. Part of this is ensuring the fair and appropriate usage of AI during elections.

AI can be used by election candidates to support with administrative and communication tasks such as planning and coordinating activity, formatting, proofreading or summarising.

AI must not be used to:

• Create or develop policy or manifesto pledges
• Produce campaign messages presented as a candidate’s own ideas
• Generate images or content which may deceive voters

Candidates and their campaign teams remain responsible for the content they put forward.

Human Oversight

All AI-generated content must be reviewed by a human before it is published, shared, relied upon for decision making or submitted to committees, boards or other governing bodies.

Users must verify factual accuracy, check for bias and errors and ensure outputs are consistent with the Union’s values and brand guidelines.

Responsibility for the final work always rests with the user, not the AI system.

Environmental Impact

The Union recognises that AI has a significant environmental impact. Users should therefore:

• Only use AI where there is a genuine organisational benefit;
• Avoid unnecessary or excessive use;
• Consider whether simpler, lower-impact methods would achieve the same outcome

Transparency

Where AI has played a significant role in producing a publication, report, campaign resource, or other substantial output, consideration should be given to acknowledging its use where appropriate.

The Union will seek to maintain transparency about how AI is used in its work while recognising that many uses are administrative support tools rather than substantive authorship.

Training & Awareness

The Union will provide guidance and support to staff, officers, and student leaders on the responsible AI use.

This policy will be reviewed periodically to reflect developments in the law, technology or other relevant changes in the sector.

Roles and Responsibilities

Board of Trustees

The Board of Trustees has overall responsibility for ensuring that appropriate governance arrangements are in place to support the safe, ethical, and lawful use of artificial intelligence across the Union. This includes ensuring that AI use aligns with the Union’s values, legal obligations, and risk management frameworks.

Chief Executive Officer

The Chief Executive Officer is accountable for ensuring that adequate resources, systems, policies, and controls are in place to support compliance with this AI Policy. This includes ensuring that staff have access to appropriate guidance, training, and tools to use AI responsibly and effectively.

Data Protection Officer

The Data Protection Officer shall provide independent advice and guidance on the use of AI where it involves personal data, monitor compliance with data protection requirements, support risk assessment and mitigation, and act as the primary contact for regulatory authorities in relation to AI-related data protection matters.

Managers

Managers are responsible for ensuring that AI is used appropriately within their areas of responsibility. This includes ensuring that staff understand and comply with this Policy, that AI is used in a proportionate and controlled manner, and that outputs are appropriately reviewed before use.

Staff, Officers, Trustees & Volunteers

All individuals acting on behalf of the Union are responsible for:

• Complying with this Policy and any associated AI guidance;
• Using AI in a responsible, proportionate, and ethical manner;
• Ensuring that all AI-generated outputs are reviewed and verified by a human before use;
• Protecting confidential, sensitive, and personal data;
• Reporting any suspected misuse, errors, bias, or AI-related incidents promptly;
• Cooperating with any audits, reviews, or compliance activities relating to AI use.

Related Documentation

The Policy should be read in conjunction with the following policy & guidance documentation:

• Privacy Notice(s)
• Information Security Policy
• Data Protection Guidance documents and processes found on the Union How-To pages