Last updated
December 4th 2025
Phone
hello@wearecollab.com
Address
OFFICE 1, 1 COLDBATH SQUARE,
FARRINGDON, LONDON,
UNITED KINGDOM, EC1R 5HL
Purpose
This policy sets out the principles governing the responsible use of artificial intelligence (“AI”) across our organisation, Collab Holdings Limited. Its purpose is to ensure that AI is used ethically and effectively to support internal efficiency, content development, and service delivery, while maintaining high standards of data protection, cybersecurity, accuracy, and human oversight. These safeguards apply particularly where AI-assisted outputs may be provided to customers, partners, or external stakeholders.
Scope
This policy applies to all staff, contractors, and authorised third-party collaborators who use AI tools in connection with Collab Holdings Limited operations. It covers all AI-generated or AI-assisted content, whether used internally or included in any material, communication, or service shared externally.
Use of AI
AI tools may be used to support tasks such as drafting content, improving the speed and quality of workflows, generating insights, or summarising information. However, no AI-generated output will be provided to a customer or made publicly available without undergoing human review by an appropriately skilled team member. This ensures that all content meets our standards of quality, accuracy, and relevance and that full human accountability is retained at every stage.
We operate under a principle of human in, human out: all ideas, concepts, and deliverables begin and end with human judgment and decision-making. AI is used solely as a supporting tool and not as a replacement for the creativity, expertise, or professional responsibility of our team.
We are committed to transparency in how and when AI is used and welcome innovation that enhances, rather than substitutes, human creativity and design thinking.
Data Privacy and Protection
All AI use must comply with our Data Protection and Privacy Policies, as well as UK GDPR, the Data Protection Act 2018, and any relevant laws in other jurisdictions where we operate or process data. Our default position is to use simulated or anonymised datasets when interacting with AI systems. If, in exceptional circumstances, identifiable data is required, this will only occur after appropriate legal review and with all necessary safeguards in place.
No personal, confidential, or sensitive data will be input into any AI tool unless it is strictly necessary for the task, the tool has been approved by management for such use, and any required consent has been obtained. All team members are responsible for ensuring that no proprietary or client information is exposed to unapproved or public AI platforms.
Approved Tools Only
Only AI platforms that have been formally reviewed and approved by the management team may be used for business activities. Approval includes an assessment of security measures, data-handling practices, supplier compliance with applicable laws, and the risk of data leakage or misuse.
Unapproved AI tools must not be used for any internal or external work. Where a customer requests that particular tools be used, or that no AI be used at all, we will fully respect and adhere to those requirements.
Oversight, Monitoring & Review
To ensure responsible and compliant use of AI, we conduct periodic reviews of all approved tools and perform audits to monitor AI use across the organisation. Staff may only use AI tools through authorised company accounts; use of personal or unapproved accounts is strictly prohibited.
This policy will be reviewed regularly and updated as necessary in response to changes in technology, regulation (including in the UK and other jurisdictions in which we operate), and business needs.
Responsibilities
All team members using AI are responsible for ensuring compliance with this policy. They must use only approved tools, verify the accuracy and appropriateness of any AI-generated material, and seek guidance from management or legal advisors where needed. Any concerns, incidents, or suspected misuse must be reported immediately.
By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to our data practices as described herein.