1. Introduction
Swan Lifeline is dedicated to the rescue, rehabilition and release of swans and cygnets. In line with our mission to enhance operational efficiency, we recognise the potential of Artificial Intelligence (AI) as a valuable tool to augment our efforts. This policy outlines the principles and guidelines for the responsible use of AI within our organisation. This policy is aligned with UK legislation and the principles of responsible AI use as set out by organisations such as the Information Commissioner's Office (ICO) and the Centre for Data Ethics and Innovation (CDEI).
2. Scope
This policy applies to all Swan Lifeline trustees, employees, volunteers and partners using AI technologies as part of their responsibilities.
3. Principles for AI Use
- AI as an Assistive Tool:
AI will be used to support and enhance Swan Lifeline's activities, focusing on its capacity to increase productivity and efficiency. AI shall not replace human decision-making but act as a supplemental resource. - Human Oversight and Accountability:
All AI-generated content or outputs must be reviewed and approved by a human to ensure factual accuracy and detect any biases. The responsibility for final decisions lies with Swan Lifeline trustees and personnel. - Data Protection Compliance:
In accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018:- No sensitive or personally identifiable information (PII) shall be input into AI systems.
- Pseudonyms must replace real names when referencing individuals.
- Data processed using AI must adhere to principles of lawful, fair and transparent use.
- Bias and Equality:
We are committed to ensuring that AI outputs are free from bias. Reviews of AI output will be conducted to identify and address any biases that may arise in AI-generated content. - Transparency and Communication:
The use of AI in Swan Lifeline's processes will be clearly communicated to all stakeholders. Efforts will be made to explain how AI assists in our projects and the safeguards, such as this policy, are in place to protect users and communities.
4. Implementation and Safeguards
- Training:
Trustees, staff and volunteers will receive training to ensure they understand the ethical and legal use of AI, including its limitations, privacy obligations, and potential introduction of bias. - Regular Audits and Monitoring:
Swan Lifeline will regularly review its AI tools to ensure compliance with UK regulations and evaluate their performance against this policy. - Incident Reporting:
Any suspected breaches of data protection laws, ethical concerns, or inaccuracies related to AI outputs must be reported immediately. A thorough investigation will follow, and remedial actions will be taken as necessary. (See Privacy & Cookies Policies) - Continuous Improvement:
Swan Lifeline will stay informed of changes to UK AI-related laws and adapt its practices to remain compliant. This includes monitoring regulatory guidance from the Information Commissioner's Office (ICO) and other relevant authorities.
5. Compliance with UK Legislation
Swan Lifeline's use of AI is guided by the following legal frameworks:
- Data Protection Laws: UK GDPR and the Data Protection Act 2018.
- Equality Act 2010: Ensuring AI does not promote bias or discrimination.
- Consumer Protection Laws: When using AI for public-facing activities, ensuring transparency and fairness.
Document Control
- Policy drafted on: 20 February 2025
- Policy approved on: 20 February 2025
- Next review date: 20 February 2026