Legal

AI Acceptable Use & Governance Policy

1. Purpose & Scope

This policy sets out the principles, standards, and responsibilities governing the ethical, secure, and lawful use of Artificial Intelligence (AI) across Executive Grapevine International Limited (“EGIL”).

It applies to all employees, contractors, systems, and third parties acting on EGIL’s behalf who use, develop, deploy, or interact with AI technologies, whether internally or externally.

2. Definitions

Technologies designed to perform tasks that typically require human intelligence, including reasoning, pattern recognition, learning, and decision support.

A subset of AI that enables systems to learn from data and improve performance over time without explicit programming

AI systems capable of generating original outputs such as text, images, audio, or code in response to prompts.

Generative AI models trained on large datasets to understand and generate human-like language (for example, ChatGPT or Claude).

3. AI Usage in EGIL Platforms

EGIL uses AI and machine learning technologies to support its proprietary platforms, internal workflows, and client-facing services. AI is used to enhance productivity, improve insight, automate routine processes, and support editorial, commercial, and technical decision-making.

AI applications by function include:

Data & Insights Team

  • data enrichment and validation
  • automated data growth processes
  • workflow optimisation and refinement
  • behavioural analysis to detect engagement and intent signals

Content Team

  • content planning informed by readership and engagement trends
  • transcription of podcasts and audio recordings
  • assisted prompting for article titles, subtitles, and introductions
  • suggesting editorial angles for client-supported content

Marketing Team

  • summarisation of research, PDFs, and web resources
  • assisted drafting of marketing introductions and supporting copy
  • generation of tags, keywords, and campaign metadata
  • AI-assisted HTML and styling adjustments for email templates

Sales Team

  • summarisation of client websites and materials
  • support for pitch preparation and account research
  • generation of task prompts and follow-up summaries

Design Team

  • AI-generated images
  • prompting for calls-to-action and design copy
  • noise reduction and enhancement in audio and video editing

Technology Team

  • code prompting and assisted development
  • automated testing and code quality checks
  • development of in-house recommendation engines and AI agents
  • optimisation of campaign performance and content delivery

All AI outputs are subject to human review, and no AI system operates autonomously in a way that produces legal or similarly significant effects on individuals.

4. Governance & Oversight

Overall accountability for AI governance sits with the Chief Technology Officer, supported by the Data Protection Officer.

All AI tools and systems must undergo appropriate security, legal, and data protection assessment prior to approval and deployment.

An AI Risk Register is maintained to record risks, mitigations, and controls, and is reviewed regularly.

Higher-risk AI use cases are subject to enhanced review and, where appropriate, Data Protection Impact Assessments (DPIAs).

5. Acceptable Use

Approved AI tools may be used only for legitimate business purposes.

Users must not:

  • input confidential business information, client data, or personal data into third-party AI tools unless explicitly approved
  • rely solely on AI-generated outputs without appropriate human judgement and validation
  • use AI to mislead, impersonate individuals, fabricate sources, or deceive audiences
  • use AI in ways that breach intellectual property, confidentiality, or contractual obligations

6. Data Protection & Privacy

All AI use must comply with applicable data protection laws, including the UK GDPR, the Data Protection Act 2018, and the UK Data (Use and Access) Act 2025. Where relevant, applicable US state privacy laws also apply.

Personal data must not be processed by AI tools without an appropriate lawful basis and contractual safeguards

International data transfers must rely on approved transfer mechanisms

Anonymisation or pseudonymisation techniques must be used where reasonably practicable

AI tools must not be trained on EGIL personal data unless expressly authorised

7. Transparency

AI-generated or AI-assisted content must be identified or labelled where this is relevant to users, clients, or audiences

Where AI systems interact directly with individuals (for example, chatbots or automated responses), users must be informed that they are engaging with an automated system

8. Human Oversight

All AI outputs must be reviewed by appropriately trained individuals before publication, client delivery, or operational use.

AI must not be used as the sole basis for decisions that have legal or similarly significant effects on individuals.

Responsibility for decisions always remains with EGIL, not with AI systems.

9. Ethics & Bias

EGIL is committed to responsible AI use and to avoiding discriminatory, harmful, or misleading outcomes.

  • AI implementations must consider potential bias and fairness risks.
  • Outputs should be assessed for accuracy, relevance, and potential harm.
  • Where risks are identified, mitigations must be applied before deployment.

10. Security

AI tools must be accessed only via approved accounts, devices, and environments.

Credentials must not be shared or reused across platforms.

Any suspected misuse, anomaly, or data incident involving AI must be reported immediately to the CTO or DPO.

11. Employee Responsibilities

All employees and contractors must:

  • use only AI tools approved by EGIL.
  • comply with this policy and associated guidance.
  • raise concerns, risks, or unexpected behaviour relating to AI systems.
  • Failure to comply with this policy may result in disciplinary action.

12. Training

All staff receive training on the safe, ethical, and lawful use of AI

Refresher training is provided periodically and following material changes to AI systems, law, or guidance.

13. Policy Review

This policy will be reviewed annually or in response to legal, technological, or organisational changes.

Executive Grapevine International Ltd

Registered in England & Wales: 2789779 | VAT: 6259453 20

Gate House, Fretherne Road, Welwyn Garden City, AL8 6NS, United Kingdom | +44 (0)1707 351451

Last reviewed by Helen Fish, Founder 19/01/2026

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