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POLICY INFORMATION

This policy relates to Using AI Safely and Effectively.

Designated AI Lead (DAL): Joseph Wright

Introduction

Paint Pots Preschool & Nursery recognises the value and potential of Artificial Intelligence (AI) in enhancing efficiency, creativity, and communication. We also acknowledge that, if used inappropriately, AI can present risks relating to privacy, accuracy of information, safeguarding, and data security. This policy therefore ensures that AI tools are used ethically, securely, and responsibly, in line with our values of love, laughter, and learning, and in compliance with relevant UK and international regulations. AI is a fast evolving area and it is important to be aware of the latest changes and security risks.

Scope

This policy applies to all Paint Pots staff and volunteers who use or interact with AI systems as part of their work. It covers all AI systems or applications used for decision-making, automation, data processing, or communication in marketing, HR, finance, or educational operations.

Governance & Oversight

The DAL is responsible for overseeing the ethical and compliant use of AI across all settings, ensuring that staff receive appropriate guidance and support on responsible AI use.

Paint Pots will regularly review the use of AI tools to ensure compliance with this policy, evolving regulations, and ethical standards. Staff should report any AI-related concerns or suspected misuse to their manager in the first instance and manager’s will report any concerns to the DAL if necessary. Whistleblowing protections apply to anyone reporting issues in good faith.

Approved and Restricted AI Tools

Whitelist (Approved AI Tools)

These AI tools have been assessed and approved for responsible use within Paint Pots:

• Microsoft Copilot
• ChatGPT
• Canva
• Gemini
• Futurepedia