1. Purpose

This policy sets out the principles and controls governing the use of generative Artificial Intelligence (AI) tools at n-fuze Design Limited. It ensures that AI is used responsibly to support internal efficiency and content development, while maintaining high standards of data protection, cybersecurity, and quality assurance—particularly where outputs may ultimately be provided to clients.

2. Scope

This policy applies to all staff, contractors, and third-party collaborators using AI tools for any purpose connected with n-fuze Design Limited’s operations. It includes all AI-generated content, whether used internally or included (in part or whole) in materials delivered to clients.

3. Use of AI

AI tools may be used to support:

Drafting of internal or client-facing content.
Enhancing the quality and speed of service delivery.
Generating insights or summarising information.
Ensuring accurate records of meetings and calls.

However, no AI-generated output will be sent to a client without first being vetted, amended (where needed), and explicitly approved by a competent member of n-fuze’s team. This ensures:

The content meets required standards of quality and accuracy.
There is full human accountability for all deliverables.
Outputs are appropriate, relevant, and aligned with the client’s expectations.

n-fuze adheres to the principal of human in, human out. All concepts and ideas will be generated by a member of our team and nothing will be sent to any client or third party without first having been thoroughly reviewed.

n-fuze is committed to full transparency where its AI use is concerned and welcomes innovation that complements our human creativity, ensuring AI is used as a tool to support—not replace—original design thinking

4. Data Privacy and Protection

All use of AI will comply with n-fuze Design Limited’s Data Protection and Privacy policies. In particular:

Our starting point is always to use simulated or anonymised datasets in place of identifiable client data when interacting with AI systems. While we acknowledge that future developments may occasionally require a different approach, such instances will only occur after thorough vetting by our legal team and with all necessary safeguards in place to protect client information.
No personal or sensitive client data will ever be input into AI tools unless:
- It is strictly necessary for the task.
- The tool is approved for such use by the management team.
- The client provides full and informed consent.

n-fuze staff are responsible for ensuring that no confidential, sensitive, or proprietary data is exposed to any unapproved or public AI platforms.

5. Approved Tools Only

Only AI platforms that have been formally approved by the management team will be used for any business activity.

Approval will be based on a review of:

Security and data handling measures.
Supplier compliance with privacy regulations.
Risk of data leakage or misuse.

Unapproved tools will not be used for any company or client-related work.

Where a client expressly requests that specific tools are or are not used, n-fuze will always accommodate this request. Similarly, if a client requests that no generative AI is used in the provision of services, this will be fully accepted.

6. Oversight, Monitoring & Review

To ensure ongoing compliance and responsible use:

The management team will conduct regular reviews of all approved AI tools.
Periodic audits will be carried out to monitor how AI is used across the business.
Staff use of AI tools will be subject to oversight to detect misuse or risk. Staff have been trained and understand that they cannot use any AI tools unless they have been given an account by management. Use of any other tools or accounts is strictly prohibited.
This policy will be reviewed regularly, and updated as needed to reflect changes in law, technology, or operational needs.

7. Responsibilities

All team members using AI will:

Use only approved tools in accordance with this and related policies.
Take personal responsibility for verifying the accuracy and appropriateness of any AI-generated material used in client deliverables.
Seek guidance where necessary from the Legal, Compliance or management teams.
Report any incidents, misuse, or concerns immediately.