Geeks AI Use Policy

Last update on 29 July 2026

1. Purpose

This policy establishes guidelines for the ethical, responsible, professional, and fair use of Artificial Intelligence (whether generative or otherwise) within Geeks Ltd and for our clients. It is to ensure that AI use is consistent with Geeks' core values and the law.

You can expect updates to this policy as the law and practice concerning AI develops and our understanding and experience of using and applying AI deepen.

2. Scope

This policy applies to all employees, contractors, and all other parties that are involved in the use, development, deployment, or management of AI applications at Geeks. It covers all AI tools and systems, including generative AI, coding assistants, image and content generators, machine-learning systems and AI agents.

3. Principles

Geeks will apply the following principles when using, developing or deploying AI. These principles reflect current responsible AI guidance and frameworks published by the UK Government, IBM and Google.¹–⁵

Not every principle will apply equally to every use case, but each must be considered in proportion to the nature, purpose and potential impact of the AI being used. :

Transparency and Explainability: We will be open about material uses of AI and communicate them in clear, understandable language. Where AI contributes to an important decision or outcome, we should be able to explain how it was used, the role it played and its relevant limitations.
Accountability, Governance and Human Oversight: AI will support, rather than replace, human judgement. A named person must remain responsible for each material AI use case and for the quality, accuracy, legality and appropriateness of AI-assisted work. Human review must be meaningful, with the reviewer having sufficient knowledge, authority and information to question, amend or reject the AI’s output.
Privacy and Responsible Data Use: We will respect and protect the privacy of individuals and ensure AI systems are secure to use. We will use data lawfully, fairly and only for appropriate purposes.
Fairness: We will take reasonable steps to identify and prevent inappropriate bias, discrimination, harmful content or unfair outcomes. AI should be used in a manner consistent with Geeks’ values and should augment human capability rather than undermine human agency.
Robustness: We will ensure AI systems are reliable and safe to use, taking appropriate measures to mitigate risks associated with AI.
Contestability and Redress: Where AI materially affects a person or organisation, we will ensure an appropriate way to question the outcome, correct errors and request meaningful human review.
Responsible Innovation: We will pursue the benefits of AI while applying proportionate safeguards. AI systems should be developed, selected and used with due diligence, ongoing monitoring and consideration of their wider impact.

4. Guidelines

These guidelines explain how Geeks’ AI principles must be applied in practice. Controls should be proportionate to the purpose, sensitivity and potential impact of the AI use.

Informed Consent: When proposing use cases for AI internally or to our clients, we fully explain to the person who needs to sign off using it all the benefits and risks, so they can make an informed decision.
Data Protection: We will handle data with respect for privacy and in compliance with data protection laws. We will secure data against unauthorised access and promptly report breaches. We will not expose any data to AI systems without written confirmation from the data source or controller.
AI Applications Development: We will apply best practices in the development of AI applications, including testing for bias and fairness and ensuring reliability and robustness. We proactively and intentionally think about “what can go wrong” and implement risk mitigation mechanisms.
Human Intervention: We will ensure that our AI systems allow for appropriate human intervention and do not make decisions without human oversight where necessary.
Continuous Monitoring: We will regularly monitor the performance and impact of our AI systems post-deployment. This will help us detect and rectify any unintended consequences or operational issues in a timely manner. All AI systems should be designed with continuous monitoring and performance assessment mechanisms.
Collaboration and Openness: We will foster a culture of openness and collaboration around our AI development while keeping our clients' work confidential. This includes engaging with external stakeholders, sharing non-sensitive AI research and insights where appropriate, and actively participating in industry-wide efforts to advance ethical AI practices.
Training and Awareness: We will train our employees and other stakeholders about this policy and their responsibilities under it.

4. AI Register

Geeks will maintain an AI Register (filled in by employees and monitored by SLT). The key requirement is knowing whether and how we use AI internally or for our clients. These records should include the following information:

Which client it was used for (if not internal)
Which project it was used in
Who signed off using the AI (client user or Geeks SLT who has authority to sign off)
Date it was signed off & written sign off (copy of an email is fine)
Which AI is used
Why it was chosen (comparing with other options)
The purpose of using AI (the application of it)
Data used to train the AI model (if it was trained by Geeks)
What can go wrong in using this AI (risks)
What have we done to mitigate the above risks
These records need to have the user and the date/time it was recorded.

5. Client Approval

Geeks will obtain the client’s explicit written approval where AI is materially used in the delivery of a client project, incorporated into a client solution, or used to process client data beyond an already authorised purpose.

Client data must only be entered into AI systems that have been approved by Geeks for the relevant purpose and data type, and where Geeks is contractually and legally authorised to do so.

Routine, low-risk use of approved AI tools for administrative or productivity purposes does not require separate client approval, unless required by the contract or policies.

6. Compliance with Laws and Regulations

Geeks will comply with all applicable laws and regulations governing the use of AI.

7. Enforcement

Geeks will enforce this policy consistently. Employees who violate this policy may be subject to disciplinary action, up to and including termination of employment.

8. Review

The Senior Leadership Team (SLT) will review the AI Register regularly. This review will ensure that the company uses AI responsibly and ethically and that SLT is aware of the company’s evolving use of AI.

This policy will be reviewed on a quarterly basis by Geeks CEO & SLT and updated as necessary to account for advancements in technology and law.

9. Questions

Please contact compliance [@] geeks.ltd.uk if you have any questions about this policy.

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References:

¹ UK Government, Data and AI Ethics Framework, updated 18 December 2025 (https://www.gov.uk/government/publications/data-ethics-framework/data-and-ai-ethics-framework)

² Government Digital Service, Artificial Intelligence Playbook for the UK Government, published 10 February 2025 (https://www.gov.uk/government/publications/ai-playbook-for-the-uk-government/artificial-intelligence-playbook-for-the-uk-government-html)

³ UK Department for Science, Innovation and Technology, Implementing the UK’s AI Regulatory Principles: Initial Guidance for Regulators, published 6 February 2024 (https://www.gov.uk/government/publications/implementing-the-uks-ai-regulatory-principles-initial-guidance-for-regulators/implementing-the-uks-ai-regulatory-principles-initial-guidance-for-regulators)

⁴ IBM, IBM’s Approach to Responsible Technology (https://www.ibm.com/trust/responsible-technology)

⁵ Google, AI Principles (https://ai.google/principles/)