SIL is a values – led organisation working within the guiding principles of:

Strength-based

Partnership

Respect

Innovation

Diversity

Equality

Introduction

This policy sets out how staff at Services for Independent Living (SIL) can safely, ethically, and effectively use Artificial Intelligence (AI) tools in the workplace, supporting innovation while protecting people, data, and organisational reputation

Our Approach to AI

SIL recognises that AI is increasingly embedded into day-to-day operations and can improve efficiency, innovation, and quality of work. At SIL AI does not replace the skills and experience of staff, but can be used to help make administration more efficient and therefore increase the time staff can spend working directly with the people we support.

Principles for Responsible Use

– AI must be used to support, not replace, professional judgement and person-centered care.
– AI outputs must always be checked by a member of staff to make sure it is accurate and that the language is in keeping with SIL’s value and Guiding Principles
– Personal and confidential data must not be entered into unsecured systems.
– Use must comply with UK GDPR, Data Protection Act 2018, and relevant care legislation.

Understanding AI Risks

AI presents a range of strategic, ethical, and operational risks including:
– Errors leading to inaccurate information
– Data privacy breaches and unauthorised sharing of sensitive data
– Bias and discrimination in outputs
– Security vulnerabilities and misuse
– Reputational damage due to misinformation or inappropriate content

SIL encourages staff to explore AI tools safely to improve efficiency and reduce administrative burden, where approved tools are available and risks are managed.

Approved AI Tools

The following tools are approved for use for administrative tasks:
– Microsoft Copilot
– Access Smart Notes / Magic Notes
– Canva AI

Prohibited Tools

Public ‘Open’ AI tools such as ChatGPT or similar web-based tools must not be used for work-related tasks due to security and data protection risks.

Permitted Use

– Drafting emails, letters and reports
– Summarising information and recordings of conversations/meetings.
– Supporting administrative efficiency, including automating data collection, use and retention

Restricted Use

– AI must not be used to create care plans or person-centered documentation unless it is summarising a discussion had with a Service User or their appropriate representative and is checked by staff.

Governance and Assurance

SIL will maintain oversight of AI usage, including monitoring tools, managing risks, and ensuring compliance with emerging regulations such as the EU AI Act and UK AI governance standards. Managers will monitor the use of AI within their service areas.
Overall responsibility for AI usage and Policy implementation sits with the Chief Executive

Training

All staff will undergo mandatory training about safe and ethical use AI.

Staff Responsibilities

– Follow this policy
– Protect personal and organisational data
– Report any concerns or misuse
– Ensure all AI outputs are checked

Any breaches of this policy may lead to disciplinary action.

SIL staff are expected to work within the CQC’s 11 principles of AI usage in social care:

Effective governance: 

There are effective mechanisms such as risk assessments to ensure AI contributes to high-quality, equitable care, and established systems to recognise, report and investigate when something goes wrong so that lessons are learned and solutions implemented.

AI to support, not to replace:

AI can enhance, but not replace human decision making.

Human oversight:

AI outputs and processes are continuously monitored and evaluated.

Transparency and choice: 

People who use services have appropriate information to make informed decisions about their care, including the role of AI in care pathways. Non-digital routes to care are offered if needed, also considering digital skills and connectivity.

Safety and reliability: 

Providers ensure that introducing and using AI provides safe care and equitable outcomes for people.

Security: 

The technology is resilient to cyber-attacks and sensitive information is stored and processed securely to comply with the General Data Protection Regulation.

Fairness and impartiality: 

Good AI accelerates equity of care in terms of access and outcomes. For example, it provides accurate results across geographies and population groups and any potential known biases are mitigated.

AI readiness and training: 

Those using AI are sufficiently trained and confident in using the technology, and they assess whether it can be integrated into existing pathways.