Closes 31 August 2026 at 10:00 (45 days left)
AI technologies are developing at a rapid pace. These principles exist to guide staff, volunteers and board members when using generative AI tools, and therefore ensure safe and responsible use.
UnLtd aims to build a positive, open and collaborative culture around the use of generative AI. AI tools can support our work, but they will never be the final decision maker. Individuals should feel comfortable discussing their use of AI and be prepared to disclose it if asked.
We encourage staff, volunteers and board members to openly share how they are using generative AI in their work, so that others can learn from their approaches and explore new possibilities. In particular, they are encouraged to share their use with the AI working group so this can be disseminated across the organisation.
Any AI-generated images used will be clearly labelled.
UnLtd will publicly disclose our use of generative AI tools and promote our principles to showcase good practice to the sector.
UnLtd will create a webpage to showcase how they use Generative AI. UnLtd will also update its privacy statements so they reflect general use of generative AI tools. We will disclose the use of AI to our stakeholder community including through the terms and conditions for applicants and award winners, in our privacy policy and through a dedicated webpage, in addition to specific use cases such as recruitment, for example.
Staff, volunteers and board members can freely use Microsoft Copilot - this has been approved by UnLtd for safe use with our data, when using your work account. Staff can use with caution well-known AI tools where the organisation doesn’t have data protection in place, such as ChatGPT or Perplexity. Staff must not input sensitive, confidential, or personally identifiable information, including Intellectual Property that is ours or our stakeholders.
AI-enabled meeting tools are encouraged but must keep data within our enterprise environment. A human review is required for all AI-generated notes, with extra caution in decision-making or HR-related meetings. Permission must be requested before using AI tools in meetings. Attendees may refuse or ask for recording to stop.
If staff, volunteers or board members want to use any third-party automation tools — such as Zapier, Make.com, or similar services — that connect to UnLtd systems, data or workflows, they must seek permission from Liam Smith, Head of Systems before doing so.
These tools can create additional data privacy, security and compliance risks because they may transfer, store or process UnLtd data outside our controlled environment. Permission must be granted before any UnLtd data is connected, shared or automated through such tools. This will include confirming whether a DPIA (Data Protection Impact Assessment) or additional safeguards are required before approval is given. Staff are encouraged to reach out to the Head of Systems if usage of AI Tools pre-date this policy.
Staff must treat AI tools as collaborators, but not decision makers. Where appropriate, you should break your tasks down into smaller steps and guide the AI tool through them incrementally. This will help you maintain better control, quality, and apply effective critical and human judgment (e.g. to spot and address inaccuracies or biases)
These examples are intended to help you make thoughtful decisions about when AI can safely support your work and when additional human oversight is needed to protect fairness, accuracy and our values.
(Where AI can generally be used more freely, with normal human oversight)
(Where AI may be used, but only with stronger human oversight)
Staff remain accountable for the outputs they produce, whether or not they are using generative AI tools. AI tools can be inaccurate so staff are expected to check outputs for
accuracy, potential bias, explainability and other generative AI-related risks. Staff must not use generative AI tools to seek or generate professional advice (e.g. legal or financial advice or documentation).
UnLtd expects staff, volunteers and board members to use generative AI tools in ways that actively promote inclusion, increase accessibility and reduce barriers for marginalised entrepreneurs. Individuals should use AI meaningfully and only where it adds value to the task, ensuring that all uses align with UnLtd’s values around fairness, equity and inclusion.
Staff must proactively check AI outputs for bias, harmful assumptions or any risks that could disadvantage individuals or communities. AI-generated content must not be used in ways that reinforce inequalities, mislead others, or cause harm.
Staff, volunteers and board members are permitted to use generative AI tools to create images, but must do so intentionally and only where they add meaningful value. Wherever possible, individuals should prioritise using existing stock images or UnLtd’s own materials as the primary source.
UnLtd does not expect or encourage the creation of generative AI images of humans, due to the heightened ethical, representational, and bias risks associated with AI-generated depictions of people.
UnLtd recognises that our primary purpose is to benefit people and the planet, and this extends to how we use generative AI tools. Generative AI can accelerate sustainability solutions but also consumes significant energy. Staff, volunteers and board members should be conscious of the environmental impact associated with generative AI and should only use these tools when they add meaningful value.
UnLtd already has a Climate Action Group, and this group will help shape our ongoing approach to sustainable and responsible AI use.
UnLtd will monitor the use of generative AI tools across the organisation to support learning, curiosity and continuous improvement. This will be done through quarterly surveys to understand how AI tools are being used to advance people’s work, identify emerging training needs, and surface opportunities or risks. Line managers are encouraged to have proactive roles in leading conversations about how AI tools are used in their teams.
We will maintain an inventory or record of all AI tools in use, and we will review usage data where available - regardless of the tool or environment in which staff, volunteers or board members are working.
Insights from all of these steps will be fed into the AI Working Group to support organisational learning and future policy development.
UnLtd will support staff, volunteers and board members to stay informed about developments in generative AI and how they relate to this policy. We will provide organisation-wide training periodically, supported by an up-to-date hub on the intranet where people can access selfserve learning, guidance and resources.
All new starters will have access to generative AI training as part of their induction. Staff will also be informed when there are any substantial updates to this policy or significant changes in the technology that affect how we use AI tools.
We encourage all staff to take a proactive and curious approach to learning about generative AI tools and to share insights with colleagues across the organisation. Line managers are encouraged to facilitate regular discussions within their teams to support shared learning and responsible experimentation. Key insights and observations will be fed into the AI Working Group, helping UnLtd continuously adapt and improve its approach.
We aim to strike a balance between mandatory training—to ensure safe, responsible use— and an ongoing culture of curiosity and exploration, where staff feel empowered to understand how AI tools can add value to their work and benefit the organisation as a whole.