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People Group Services Limited
Company Number: 11570329

Acceptable use of AI Policy

Policy Statement 

People Group Services recognises the benefits of artificial intelligence (AI) technologies in improving efficiency, accuracy and innovation. This policy sets out the standards for the ethical, lawful and responsible use of AI within People Group Services’s operations. 

People Group Services is committed to ensuring that AI is used in a manner that is transparent, fair, secure and compliant with UK law. 

Scope

This policy applies to all: 

  • Employees 
  • Directors and officers 
  • Contractors and consultants 
  • Agency workers 
  • Anyone using or deploying AI systems on behalf of People Group Services 

It covers all AI tools, systems and automated decision-making processes used within the business. 

Legal and Regulatory Framework 

People Group Services complies with all applicable UK laws and guidance relating to AI, including: 

  • UK General Data Protection Regulation (UK GDPR) 
  • Data Protection Act 2018 
  • Equality Act 2010 
  • Human Rights Act 1998 
  • ICO guidance on AI and data protection  

Definition of Artificial Intelligence 

For the purposes of this policy, AI includes: 

  • Machine learning systems 
  • Automated decision-making tools 
  • Predictive analytics 
  • Natural language processing tools 
  • Any system that processes data to make or support decisions 

Ethical Principles 

People Group Services ensures that AI use adheres to the following principles: 

  • Lawfulness – AI is used in compliance with all applicable laws 
  • Fairness – AI must not unlawfully discriminate or reinforce bias 
  • Transparency – AI-assisted decisions must be explainable where required 
  • Accountability – Human oversight is always maintained 
  • Security – Data used by AI systems is protected and secure  

Data Protection & Privacy 

AI systems used by People Group Services must: 

  • Process personal data lawfully and fairly 
  • Use only data necessary for the stated purpose 
  • Comply with People Group Services’s Data Protection & Privacy Policy 
  • Ensure data is not used for unauthorised secondary purposes 

Personal data must not be input into AI tools unless approved and compliant with UK GDPR. 

Bias & Discrimination Prevention 

People Group Services is committed to preventing bias in AI systems. 

Measures include: 

  • Reviewing data inputs for bias 
  • Monitoring AI outputs for discriminatory outcomes 
  • Ensuring decisions affecting individuals are not based solely on automated processing where prohibited by law 

Human review will be applied where decisions may have legal or significant effects. 

Acceptable Use of AI Tools 

AI tools may be used to: 

  • Support administrative tasks 
  • Assist with data analysis 
  • Improve operational efficiency 
  • Enhance service delivery 

AI must not be used to: 

  • Make unlawful or unethical decisions 
  • Circumvent safeguarding, legal or compliance controls 
  • Replace human judgement in high-risk decisions  

Automated Decision-Making 

Where AI is used in automated decision-making: 

  • Individuals will be informed where required by law 
  • Safeguards will be in place to allow human intervention 
  • Decisions will be reviewed where challenged 

People Group Services will not use solely automated decisions where prohibited by UK GDPR. 

Security & System Integrity 

Users must: 

  • Use only authorised AI tools 
  • Protect access credentials 
  • Report suspected misuse or vulnerabilities immediately 

Unauthorised deployment of AI systems is prohibited. 

Training & Awareness 

People Group Services provides appropriate guidance and training to ensure: 

  • Responsible AI use 
  • Understanding of ethical and legal obligations 
  • Awareness of bias, privacy and security risks  

Breaches of Policy 

Breaches of this policy may result in: 

  • Disciplinary action 
  • Termination of employment or engagement 
  • Legal or regulatory action where appropriate 

Declaration

This Policy is approved by the Board of Directors of: People Group Services Limited Company Number: 11570329

Last updated: 20th February 2026