Our Principles for Responsible AI Use

Introduction

At Fourpoint Business Consultancy we believe artificial intelligence (AI) should empower people and businesses. As our business embraces new technology, we remain committed to protecting your data and ensuring our use of AI is always responsible, transparent, and fair.

This policy explains, in plain English, how we use AI in our business and what that means for you, our client. It is part of our broader commitment to ethical business, operational excellence, and compliance with all relevant laws.

1. Human-Centred AI

People come first. AI is a tool to support our team and our clients, not a replacement for human judgement. Our staff are trained to understand both the benefits and risks of AI, and we always ensure that a real person is involved in important decisions, keeping a ‘human in the loop’ cycle. If you have concerns about an automated outcome, you can always ask for a human review.

2. Privacy and Data Protection

Your privacy matters to us. We handle all personal data with care, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the newly introduced Data (Use and Access) Act 2025, and other applicable privacy laws. Before using AI on any data, we ask:

o Is this necessary?

o Is it fair and lawful?

o How will it affect our clients and their customers?

We only use data for clear, agreed purposes, and we never sell or misuse your information. If we use third-party AI tools, we make sure they meet our high standards for privacy and security, and that any international data transfers comply with UK GDPR requirements.

3. Transparency and Accountability

We are open about how and why we use AI. We explain, in straightforward terms, what our AI systems do and how they might affect you. If an AI tool is involved in a decision that impacts you, we will let you know, and you can always ask for more information or a second opinion.

Our leadership takes responsibility for the outcomes of our AI use. We regularly review our systems to ensure they remain ethical, effective, and compliant with legal obligations, including the Equality Act 2010 and relevant guidance from the Information Commissioner’s Office (ICO).

4. Fairness, Inclusion, and Bias Prevention

We are committed to fairness and inclusion. Our AI systems are designed and tested to avoid unfair bias, based on any characteristics ‹protected under the Equality Act 2010. We involve diverse teams in reviewing our AI tools and seek client and stakeholder feedback to spot and address any issues.

If we discover a problem, we act quickly to fix it and learn from the experience.

5. Continuous Learning and Improvement

Technology moves fast, and so do we. We regularly update our AI practices in line with new laws, industry standards, and client and team feedback. We monitor developments in UK and EU AI regulation, as well as guidance from the ICO and other regulatory bodies. We encourage open conversations about AI. If you have questions or suggestions, we would like to hear from you by reaching out to us via email at feedback@fourpointconsult.com

6. Supporting Your Business

Our approach to AI is designed to help your business thrive. By using AI responsibly, we aim to deliver better results, reduce risks, and build lasting trust. We are here to support you, whether you want to understand how AI affects your business, need help with compliance, or simply want to learn more about our approach to AI.

7. AI Risk Management

We take the risks of using AI seriously and have transparent processes in place to identify, assess, and manage them. Our approach to AI risk management includes:

o Proactive assessment: Before introducing any new AI system, we carefully consider potential risks, including data privacy, security, fairness, and business impact. We conduct Data Protection Impact Assessments (DPIAs) where required by UK GDPR and follow best practice as set out by the ICO.

o Ongoing monitoring: We regularly review our AI systems to spot new risks as technology and regulations evolve. If issues arise, we act quickly to address them.

o Clear accountability: Our leadership is responsible for overseeing AI risk management. We make sure everyone in our business understands their role in keeping AI use safe and accountable.

o Client partnership: We encourage our clients to share any concerns or feedback about our AI systems. If you spot a risk or have a question, we want to hear from you by emailing feedback@fourpointconsult.com

By managing AI risks openly and effectively, we help protect your business, your data, and your reputation.

If you wish to complain about our handling of data processing or challenge an AI-driven decision, you can do so by emailing us at complaints@fourpointconsult.com, marked for urgent attention. We will acknowledge your complaint within 30 days of receipt and respond without any undue delay.