FI17071
Request
Please provide the following about your organisation's use of generative AI (such as ChatGPT, Claude, Grok, Microsoft Copilot or Google Gemini):
1. Does your organisation have a formal written policy or guidance governing staff use of generative AI tools? Please answer yes or no.
2. If yes, on what date was it first adopted? Please provide a copy or a link.
3. Which generative AI tools, if any, are formally approved or licensed for staff use?
4. Which generative AI tools, if any, are explicitly blocked or banned on your network or devices?
Response
1. Yes.
2. The latest version was adopted on 19 May 2026. The Council considers the policy to be exempt from disclosure under Section 31(1)(a) of the Freedom of Information Act (FOIA). Section 31(1)(a) exempts information if its disclosure would or would be likely to prejudice the prevention or detection of crime. Section 31 is a qualified exemption, and we are required to conduct a public interest test when applying any qualified exemption. This means that after it has been decided that the exemption is engaged, the public interest in releasing the information must be considered. If the public interest in disclosing the information outweighs the public interest in withholding it, then the exemption does not apply, and the information must be released. In the FOIA there is a presumption that information should be released unless there are compelling reasons to withhold it. The public interest has now been concluded, and the balance of the public interest has been found to fall in favour of withholding information covered by the Section 31(1)(a) exemption.
Considerations in favour of the release of the information included the principle that there is a public interest in transparency and accountability in disclosing information about the Council's ICT systems and policies. However, release of this information would make the Council more vulnerable to crime. The crime in question here would be a malicious attack on the Council’s computer systems and its use of AI. As such release of this information would be seen to prejudice the prevention or detection of crime by making the Council’s computer systems more vulnerable to hacking. There is an overwhelming public interest in keeping the Council's computer systems secure which would be served by non-disclosure. This would outweigh any benefits of release. It has therefore been decided that the balance of the public interest lies clearly in favour of withholding the material on this occasion.
Further guidance on Section 31 can be found here: Law enforcement – section 31 | ICO
3. Microsoft Copilot and Adobe Firefly (limited to users/use). The Council uses one other AI tool linked to a software system but revealing this software system is exempt from disclosure is exempt under Section 31(1)(a) of the FOIA for the reasons set out above.
4. All apart from listed above.