At Hicks Global Consulting, we are committed to the responsible, ethical, and transparent use of artificial intelligence. This policy outlines our approach to AI deployment and our commitment to protecting client interests whilst harnessing AI's transformative potential.
Ensuring Ethical AI Usage
We recognise that AI systems must be deployed responsibly to prevent unethical applications, biased decision-making, or discriminatory outcomes. Our commitment to ethical AI includes:
Fairness and Bias Mitigation: We actively monitor all AI systems for potential bias and discrimination. AI-assisted analysis undergoes rigorous human review to ensure fairness, accuracy, and alignment with our professional standards.
Human Oversight and Accountability: AI augments, never replaces, human expertise and judgement. All AI outputs are subject to validation by qualified professionals. Final decisions on client matters remain the responsibility of experienced consultants who are accountable for the quality and integrity of all deliverables.
Transparency: We maintain transparency about AI's role in our work. Where AI contributes to client projects, we clearly distinguish between AI-assisted analysis and human expert judgement, ensuring clients understand how insights are generated.
Alignment with Values: Our AI deployment aligns with HGC's core values of integrity, accuracy, and client service excellence. We do not use AI in ways that could compromise professional standards or client trust.
Legal and Regulatory Compliance
With AI regulations evolving rapidly—including the EU AI Act and ongoing UK regulatory developments—we maintain rigorous compliance standards to protect both our organisation and our clients.
UK GDPR Compliance: All AI processing of personal data complies fully with UK GDPR requirements, including lawful basis for processing, data subject rights, and accountability principles.
EU AI Act Readiness: We actively monitor developments in AI regulation, including the EU AI Act, and adapt our practices to meet emerging compliance requirements across all jurisdictions where we operate.
Industry Standards: Where AI is deployed in regulated sectors such as financial services, we ensure compliance with relevant industry standards, regulatory guidance, and professional requirements.
Regular Policy Review: This policy is reviewed bi-annually (April and October) or more frequently as regulations evolve, ensuring our practices remain current with legal requirements and industry best practices.
Professional Indemnity: Our professional indemnity insurance with Hiscox covers AI-assisted advisory work. All AI use is governed by IP clauses in engagement letters and limiting conditions in reports.
Protecting Data Privacy
Client trust is fundamental to our business. We implement robust data protection measures to safeguard sensitive information processed through AI systems.
Closed Network Security: All AI tools used for operational efficiencies operate within closed, secure networks. Client data is never transferred to open AI platforms, public systems, or external model training environments.
Secure Data Handling: All data is transferred and stored securely using encrypted Microsoft cloud servers with two-factor authentication (2FA). Access is restricted to authorised personnel only, with clear protocols governing data handling.
Data Minimisation: We adhere to data minimisation principles, collecting and processing only the data necessary for the specific agreed purpose, in line with UK GDPR requirements.
No External Model Training: We do not use client data to train AI models outside of bespoke frameworks built specifically for that client's use. Your data remains confidential and is used solely for the agreed scope of work.
Privacy Impact Assessments: Before deploying new AI systems that process personal or sensitive data, we conduct Privacy Impact Assessments (PIAs) to identify and mitigate privacy risks.
Client Data Sovereignty: Client data is stored securely per project and retained only as long as necessary for contractual obligations, future comparison (where agreed), or legal requirements. Data deletion requests are handled promptly in accordance with UK GDPR rights.
Intellectual Property Protection
Respecting IP Rights: We respect intellectual property rights in all AI applications. When using generative AI tools, we ensure outputs do not infringe copyright or plagiarise third-party content.
Client Ownership: Intellectual property created through AI-assisted processes remains subject to standard contractual terms with clients. Custom AI frameworks built for clients are governed by IP clauses in engagement letters.
Confidentiality: AI-generated insights derived from client data remain confidential and are not shared outside the scope of the engagement.
Quality Assurance and Continuous Improvement
Rigorous Review Standards: All AI outputs undergo human review combining AI efficiency with human expertise to ensure accuracy, context, and quality in all client deliverables.
Continuous Monitoring: AI systems are monitored regularly for performance, accuracy, bias, and compliance. Issues are documented and addressed promptly.
Tool Evaluation: New AI tools and systems undergo evaluation before deployment, assessing data security, privacy safeguards, compliance with regulations, accuracy, reliability, and vendor reputation.
Accountability and Governance
Clear Responsibility: The CEO and project leads are accountable for ensuring AI is used in accordance with this policy. All team members using AI tools are responsible for understanding and adhering to these guidelines.
Incident Reporting: Any AI-related incidents, including data breaches, bias concerns, or compliance issues, are reported immediately for investigation and remediation.
Training and Competence: Employees and contractors receive guidance on the appropriate use of AI tools, including data protection, ethical considerations, and quality assurance practices.
Our Commitment
This AI Policy reflects HGC's commitment to responsible innovation, client data protection, and ethical business practices. It will evolve alongside technological developments and regulatory changes to ensure we continue to deliver exceptional, trustworthy advisory services.
For questions about this AI Policy or how we use AI in your project, please contact: fleur@hicksglobalbconsulting.com
Last Updated: October 2025
