Ai Policy

Artificial Intelligence (AI) Use Policy

1. Purpose

This policy explains how Principal Designer Service (PDS) uses artificial intelligence (AI) tools in a responsible, transparent, and proportionate way.

It is intended to provide assurance to clients, project teams, regulators, and other stakeholders that:

  • AI is used only to support professional activity;
  • statutory duties are not delegated to AI; and
  • professional judgment and accountability remain with competent individuals.

2. Scope

This policy applies to:

  • all employees, directors, associates, and consultants engaged by PDS;
  • any AI-enabled or automated tools used in the course of PDS business; and
  • all projects and commissions where PDS provides services.

This policy applies whether AI tools are used directly by PDS or indirectly to support internal work.

3. Regulatory and Professional Context

PDS operates within the UK building safety and building control framework, including but not limited to:

  • the Building Regulations 2010 (as amended);
  • the Building Safety Act 2022;
  • guidance issued by HSE, DLUHC, and the Building Safety Regulator; and
  • PAS 8671 (Framework for competence of Principal Designers).

Nothing in this policy alters, transfers, or reduces statutory duties. Responsibility for compliance remains with the appointed dutyholders and designated competent individuals.

4. Principles Governing the Use of AI

PDS applies the following principles when using AI tools:

  • Human-led: AI supports, but does not replace, professional judgment.
  • Accountable: Decisions and outputs remain the responsibility of named individuals.
  • Proportionate: AI use is appropriate to the task, project scale, and risk.
  • Transparent: AI-generated content is reviewed before use.
  • Compliant: AI use must not conflict with legal, regulatory, or contractual obligations.

5. Permitted Uses of AI

AI tools may be used to support:

  • research into legislation, guidance, and standards;
  • drafting and structuring internal documents and reports;
  • summarising information for internal understanding;
  • administrative and productivity tasks; and
  • the preparation and refinement of marketing and communications material, including website content, proposals, and general informational material.

AI must not be used to create misleading, inaccurate, or unsubstantiated claims in marketing material. All AI-assisted outputs must be reviewed and approved by a competent individual before use.

6. Prohibited Uses of AI

AI tools must not be used to:

  • make autonomous decisions affecting regulatory compliance;
  • replace professional judgment or competence;
  • approve, verify, or certify compliance with the Building Regulations;
  • generate or alter project-critical design information without human review; or
  • communicate directly with regulators, clients, or dutyholders without oversight.

7. Data Protection and Confidentiality

PDS processes data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

PDS does not knowingly input confidential, commercially sensitive, or personal data into AI tools unless appropriate safeguards are in place and such use is permitted by contract and data protection law.

Where AI language models are used, this is done in private or controlled modes, with appropriate safeguards in place to protect confidentiality, data security, and compliance with UK GDPR obligations.

AI use must comply with applicable data protection and confidentiality obligations.

8. Ethical Use of AI

PDS is committed to the ethical use of AI. In applying AI tools, PDS will:

  • act with integrity, honesty, and transparency;
  • avoid misrepresentation of competence, services, or regulatory responsibilities;
  • ensure AI use does not undermine public trust in the building safety regime;
  • avoid bias, unfairness, or inappropriate reliance on automated outputs; and
  • prioritise the safety, health, and welfare of building users.

Ethical considerations form part of professional judgment and are inseparable from statutory and contractual duties.

9. Governance and Review

Responsibility for this policy rests with PDS management.

This policy is:

  • kept under review;
  • updated as regulatory expectations and guidance evolve; and
  • applied proportionately to reflect changes in technology and practice.

10. Status of this Policy

This policy supports transparency and good governance. It does not form part of any contract unless expressly stated.

Professional responsibility for Principal Designer duties remains with the designated competent individuals appointed to each project.