Artificial Intelligence
We use AI in ways that support our charitable mission, respect people and communities, and protect sensitive information. AI can help with routine tasks, but it does not replace human judgment. We do not use AI to make grant-making decisions.
What we mean by AI
By AI, we mean digital tools that can generate or analyse text, images, audio, video, or data. This includes:
- Generative AI, such as tools that draft text, summarise documents, or generate images
- Analytical AI, such as tools that help organise, classify, or present information
We do not use AI systems that make automated decisions about funding or people.
Why we use AI
We use AI selectively to:
- reduce administrative work so staff can focus on understanding the organisations we support
- improve clarity and accessibility where useful
- help organise and summarise information for internal learning
AI is one tool among many. Responsibility for decisions and final content always stays with our staff and trustees.
How we use AI
We may use AI to support:
- drafting and editing text, such as internal documents, emails, or website copy
- summarising and organising information, such as meeting notes or long documents
- accessibility and transcription, such as captions or transcripts for meetings and events
- routine administrative tasks, such as categorising information or drafting templates
In every case, a member of staff reviews the output and is responsible for the final result.
Where do we not use AI
We do not use AI:
- to decide which applications are funded or rejected
- to generate scores that determine funding decisions
- to assess the quality, credibility, or integrity of applicants or partners on its own
- in ways that do not meet our standards for privacy, security, and data protection
Human judgment, accountability, and values remain central to our work.
How we protect data when using AI
When we use AI, we are careful about both the tools we choose and the information we share.
- We aim to use tools that comply with UK data protection law, including UK GDPR.
- We avoid entering sensitive or confidential information into AI tools unless we are confident it will be handled securely and in line with our policies.
- We minimise the personal data we share with any digital tool.
- We do not use AI to profile individuals.
- Where possible, we use settings or tools that prevent information from being used to train public AI models.
Our existing privacy and data protection policies apply to any use of AI.
Guidance for applicants and partners
Many organisations now use AI to help draft applications and reports. That is understandable. What matters to us is not polished wording, but substance: what your organisation wants to achieve, how you plan to do it, and what is distinctive about your work.
You may use AI to help draft or edit an application to The Waterloo Foundation. However:
- You remain responsible for the content. Everything you submit should be accurate, honest, and reflect your organisation’s real work and plans.
- Handle sensitive information with care. Consider your own data protection responsibilities before entering personal or confidential information into AI tools.
- Tell us if it is relevant. You do not need to tell us if you used AI to help draft text. But if AI is central to your project or approach, please explain how you are using it and how you are managing risks.
We will not favour or penalise organisations based on whether they use AI to draft their applications.