AI Usage Policy – Frank Care Marketing
Policy last updated: 28 June 2025
Definitions
Purpose
This policy explains how we use AI tools in our client-facing content and services.
Regulatory Context
In line with the EU AI Act, UK Data Protection Act and GDPR as applicable.
Scope of AI Use
We use AI for:
We do not use AI for:
Transparency & Disclosure
We disclose AI involvement through:
Sample disclaimer: “This content was developed with AI-assistance and reviewed by [Name].”
Policy ownership: Founder, David Mance maintains and updates these disclosures.
Human Oversight & Quality
Quick review checklist:
Error handling: We log, correct and communicate any mistakes or bias as soon as they occur using an internal error log.
Data Privacy & Compliance
Data used: anonymised client information (e.g. names and identifiers removed)
Protection measures: anonymisation, secure storage
Consent: Sensitive data is not used in AI systems
Compliance: GDPR, UK Data Protection Act, PECR
Explainability & Accountability
How we explain AI outputs: “This recommendation reflects factors X and Y. It was reviewed and approved by the Founder.”
Responsibility: Frank Care Marketing is fully accountable for any AI-derived output that we present to clients or the public.
Ethical Principles
Review & Updates
Review frequency: This policy is reviewed every six months or after major AI or regulatory changes
Change notifications: Updates are made here and shared via email updates to clients
Policy owner: Founder, David Mance
Questions or feedback?
Contact us
Policy last updated: 28 June 2025
Definitions
- AI-assisted: AI supports your work; a human makes the final call.
- AI-generated: AI creates content with minimal human edits.
Purpose
This policy explains how we use AI tools in our client-facing content and services.
Regulatory Context
In line with the EU AI Act, UK Data Protection Act and GDPR as applicable.
Scope of AI Use
We use AI for:
- Content creation: client reports, research summaries, SEO optimisation, podcast production, content repurposing, white papers, email drafts, pitch decks
- Decision support: strategy and planning, client proposal development, competitive analysis, market research, automation workflows, system design, chatbot replies
We do not use AI for:
- Sensitive data, care client records, or confidential strategy
Transparency & Disclosure
We disclose AI involvement through:
- Disclaimers in documents
- Mentions in email footers
- Verbal disclosures during client conversations
Sample disclaimer: “This content was developed with AI-assistance and reviewed by [Name].”
Policy ownership: Founder, David Mance maintains and updates these disclosures.
Human Oversight & Quality
Quick review checklist:
- Generate AI draft
- Fact-check by Founder or Marketing and Operations Manager
- Run bias scan
- Final sign-off by Founder or Marketing and Operations Manager
Error handling: We log, correct and communicate any mistakes or bias as soon as they occur using an internal error log.
Data Privacy & Compliance
Data used: anonymised client information (e.g. names and identifiers removed)
Protection measures: anonymisation, secure storage
Consent: Sensitive data is not used in AI systems
Compliance: GDPR, UK Data Protection Act, PECR
Explainability & Accountability
How we explain AI outputs: “This recommendation reflects factors X and Y. It was reviewed and approved by the Founder.”
Responsibility: Frank Care Marketing is fully accountable for any AI-derived output that we present to clients or the public.
Ethical Principles
- Fairness: We use diverse personas and inclusive examples in prompts
- Transparency: We disclose AI involvement in content and client-facing tools
- Safety: We avoid AI in high-risk or sensitive scenarios
- Accountability: David Mance (Founder) personally oversees all AI-assisted client work
Review & Updates
Review frequency: This policy is reviewed every six months or after major AI or regulatory changes
Change notifications: Updates are made here and shared via email updates to clients
Policy owner: Founder, David Mance
Questions or feedback?
Contact us