DRose embraces the use of Artificial Intelligence (AI) to enhance research, information gathering, and project development. This policy sets out our ethical framework for using AI responsibly, ensuring transparency, fairness, and accountability to align with our organisational values. It guides our team in using AI tools in ways that align with our social and environmental commitments, respecting the rights and dignity of all.

1. Purpose

This policy outlines the ethical principles and responsible practices for the use of Artificial Intelligence (AI) at D'Rose Development. It ensures that AI tools are used in a manner that aligns with our values of integrity, transparency, and respect for individuals and communities.

2. Scope

This policy applies to all team members, contractors, and collaborators who use AI tools in the course of their work with D'Rose Development, particularly in the areas of:

Research and data collection

Information synthesis and analysis

Project planning and development support

3. Guiding Principles

3.1 Transparency

Clearly disclose when AI-generated content is used in reports, communications, or deliverables.

Provide explanations for how generative AI was used, sharing specific prompts and generated text where appropriate.

Maintain documentation of AI tools used, including their purpose and limitations.

3.2 Accuracy and Reliability

Validate AI-generated information with credible sources before using it in decision-making or client-facing materials.

Avoid over-reliance on AI outputs without human oversight and critical thinking.

3.3 Privacy and Data Protection

Do not input sensitive, confidential, or personally identifiable information into AI tools unless the tool is verified to comply with data protection standards (e.g., GDPR).

Ensure that data used for AI analysis is anonymised and ethically sourced.

3.4 Fairness and Non-Discrimination

Monitor AI tools for potential biases in data or outputs.

Avoid using AI in ways that could reinforce stereotypes or result in unfair treatment of individuals or groups.

3.5 Accountability

Maintain responsibility for reviewing and approving AI-assisted work with the founder/director.

Report and address any misuse or unintended consequences of AI use promptly.

4. Acceptable Use

AI may be used for:

Gathering publicly available information to support research

Summarising articles, reports, or datasets

Generating ideas or drafts for project proposals

Enhancing productivity in administrative tasks

AI must not be used for:

Making autonomous decisions that significantly impact individuals or clients

Creating deceptive or misleading content

Replacing human judgment in areas requiring ethical or legal discretion

5. Continuous Learning

Team members are encouraged to stay informed about developments in AI ethics and best practices.

D'Rose Development will periodically review and update this policy to reflect evolving standards and technologies.

6. Reporting Concerns

Any concerns about the ethical use of AI should be reported to the business owner or designated project lead. All reports will be treated confidentially and investigated promptly.

7. Review

This policy will be reviewed annually or in response to changes in legislation, good practice guidance or contractual developments.

Next review – December 2026