Artificial Intelligence (AI) Policy

Purpose

This policy outlines thebigword’s approach to the responsible use of Artificial Intelligence (AI) technologies and in alignment with our values and legal obligations.

Use of AI

AI is used to:

  1. Improve operational efficiency
  2. Automate routine tasks

We do not use AI to:

  1. Make decisions without human oversight (e.g., hiring, legal, financial)
  2. Manipulate behaviour or opinions

Principles for Use and Compliance

Human Oversight

  • Employees must remain accountable for decisions, especially in compliance, legal, and ethical contexts.
  • Any AI generated content must be approved internally before use.

Transparency

  • Users have been provided with internal guidance to help them understand when and how AI can be used.
  • We maintain an internal policy for the use of AI in the business.

Privacy and Data Protection

  • AI tools must comply with data protection laws (e.g., GDPR).
  • Sensitive or personal data should not be input into AI systems unless explicitly permitted and secure.

Fairness and Non-Discrimination

  1. AI use must not result in biased or discriminatory outcomes.

Security, Compliance and Legal Alignment

  • AI tools must be vetted for cybersecurity risks before deployment.
  • AI use must comply with all relevant laws, regulations, and industry standards.
  • We stay informed regarding AI legislation and good practices and will adjust practices accordingly.

Training and Awareness

  1. Employees receive training on responsible AI use and completion is monitored by HR.

Governance

Our Compliance, Information Security and Legal teams work towards creating awareness of AI internally and training staff on how to use effectively and in line with company policies.

Third Party AI

When using third-party AI tools or services, we ensure:

  1. They meet our ethical and legal standards.
  2. Contracts include provisions for data protection and accountability.

Reporting and Feedback

We encourage employees and stakeholders to report concerns about AI systems via our Compliance team. All reports will be reviewed promptly and confidentially.

If you would like to contact a member of staff about our policy, please email: DPO@thebigword.com

Policy Review

This policy will be reviewed annually and updated as needed to reflect technological, legal, and societal changes.