Artificial Intelligence Policy
Purpose
This policy outlines how PebblePad uses artificial intelligence (AI) in its products and services. We aim to ensure transparent and responsible AI practices that align with our values and legal obligations.
Scope
This policy applies to all AI systems developed, deployed or used by PebblePad that interact with our users.
Contact
For questions about our use of AI, please contact:
Data Protection Officer
datasecurity@pebblepad.co.uk
Generative AI features
Transparency is a core value for us. We are committed to ensuring that our customers clearly understand how our AI features operate, empowering them to maintain compliance and protect their data with confidence.
Our primary approach to offering AI features within the platform is through an opt-in model. This ensures that customers retain full control over any additional data processing activities carried out by our AI systems.
| Feature | Details on processing | Generative AI provider | Further information | AI training activities |
|---|---|---|---|---|
| AI Assisted Workbook Generation (BETA) Generator tool to support the building of workbooks | User inputs used via the AI wizard to create the desired workbook are sent to the AI model. No other personal data is shared with the AI model. | OpenAI | User inputs and resulting model outputs are retained by OpenAI for our logging and monitoring purposes. | No PII or any other user inputted data is used to train the AI model relating to this feature. |
| AI Workspace Wizard (BETA) AI chat interface agent to help determine optimal workspace settings | User inputs used via the AI wizard to create the desired workspace are sent to the AI model. No other personal data is shared with the AI model. | OpenAI | User inputs and resulting model outputs are retained by OpenAI for our logging and monitoring purposes. | No PII or any other user inputted data is used to train the AI model relating to this feature. |
Third-party AI
- We assess third-party AI tools for compliance with our internal policies, best practice and applicable standards.
- Contracts with vendors include AI-specific clauses on data use, transparency and accountability.
Guiding principles
Transparency
- We clearly disclose when users are interacting with AI systems.
- We provide accessible explanations of how AI systems function and make decisions, where appropriate.
Accountability
- Human oversight is maintained over all AI systems in use.
- We assign responsibility for AI outcomes to appropriate roles within the organisation.
Security and reliability
- AI systems within PebblePad are tested and monitored for robustness, performance and misuse through manual testing, using best practice benchmarking and evaluation techniques against prompts, models and their outputs.
- The necessity of monitoring is decided based on a risk assessment of the AI tool, conducted prior to implementation.
Continuous improvement
- We highly value user feedback as it helps us continuously improve our AI features.
- To raise a query or share feedback on the use of AI systems in PebblePad, please contact datasecurity@pebblepad.co.uk.
- We regularly review and update our AI systems and this policy.
- We stay informed of evolving best practices, regulations and societal expectations.
This page was last updated on: 19th August 2025.