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Responsible Use of Artificial Intelligence (AI) Policy

  1. Purpose

365 Finance supports the responsible use of artificial intelligence (AI) tools to improve efficiency, innovation, and decision-making. This policy sets out the principles and safeguards that apply when using AI in connection with Company work.

The aim of this policy is to enable the benefits of AI while protecting the Company, our clients, and our people from legal, regulatory, security, and ethical risks.

 

  1. Scope

This policy applies to all employees and individuals engaged by the Company who use AI tools:

  • In the course of their work
  • To create, analyse, summarise, or automate content
  • To support decision-making, analysis, or communications

This policy applies to both Company-approved AI tools and publicly available AI platforms. However, Company, client, or personal data must only be used with Company-approved AI tools, and users must continue to exercise caution over the type and amount of data input.

 

  1. Principles for Responsible AI Use

When using AI tools for work purposes, individuals must ensure that use is:

  • Lawful and ethical – compliant with applicable laws, regulations, and Company policies
  • Transparent – AI-generated content must not be presented as human-created where this would be misleading
  • Secure – Company, client, or personal data must not be put at risk
  • Accountable – individuals remain responsible for the accuracy and appropriateness of outputs

AI tools are intended to assist, not replace, professional judgement.

 

  1. Acceptable Use

AI tools may be used to support tasks such as:

  • Drafting or summarising content
  • Research and analysis
  • Improving clarity, structure, or efficiency
  • Generating ideas or options

All outputs must be reviewed, validated, and approved by the user and must comply with this AI Policy before being relied upon or shared.

 

  1. Prohibited and Restricted Use

Employees must not:

  • Input confidential, client, personal, or Company information into AI tools unless expressly approved and appropriately protected via the company managed AI tools.
  • Use any AI to make automated decisions relating to employment, credit, risk, or customers without appropriate human oversight and authorisation
  • Rely on AI outputs as a final source of truth without verification
  • Use AI in a way that could be discriminatory, misleading, or harmful

AI must not be used to bypass Company controls, policies, or approval processes.

 

  1. Data Protection and Security

AI use must comply with the Company’s:

  • Information Security Policy
  • Data Protection and Privacy Policy
  • IT Security and Acceptable Use requirements

Where there is any uncertainty about the appropriateness of using AI for a particular task or data set, guidance must be sought from HR, IT, or Compliance before use.

 

  1. Monitoring and Compliance

The Company may monitor the use of AI tools on Company systems to ensure compliance with this policy and related security requirements.

Failure to comply with this policy may result in management action or disciplinary proceedings, up to and including dismissal.

 

  1. Policy Review

This policy will be reviewed regularly to reflect changes in technology, regulation, and best practice.

 

Dated April 2026