Public AI policy
| Document reference | SYS-AIPUB-01 |
|---|---|
| Issue | 1 |
| Issue date | 7 October 2026 |
| Review date | 7 October 2027 |
Systech IT Solutions Ltd uses artificial intelligence to support internal work and customer service delivery. This policy explains our rules for using AI, protecting information and keeping people responsible for our work.
How we use AI
AI can help our staff research, analyse information, prepare content and develop software. Use must be approved for a defined purpose, with suitable permissions, data safeguards and human review.
For customer delivery, AI access to customer systems is read only. AI agents must not change customer systems or send material directly to customers. A Systech person checks and takes responsibility for customer-facing work.
People remain responsible
AI can make mistakes, miss context or produce unfair or misleading results. Our staff must check important facts, technical conclusions and generated material against reliable sources before use. They can reject, correct or stop an AI result.
AI must not make unapproved decisions with significant consequences for people. We remain responsible for our services and for decisions made by Systech staff.
Protecting your information
Customer information may be used with AI only where the purpose, customer authority and provider processing have been assessed and authorised. Staff must use only the information needed and respect confidentiality, personal information and intellectual-property rights.
Provider terms, including training use, retention, hosting and access, must be checked for the actual account and feature. Staff must not enter passwords, access tokens or other credentials into AI tools. Sensitive information must be withheld or replaced with synthetic or suitably redacted information while the proposed processing remains unverified.
Read-only access does not remove the need to protect information. Ask us about the AI use, providers and data handling relevant to your service. This policy complements your service agreement and our privacy information.
Safe development and changes
Internal AI agents may write code or files only in authorised development sandboxes or virtual machines. Generated software must pass human review, testing and the normal release approval process before it reaches a live or customer environment.
New or materially changed AI uses require assessment of security, privacy, accuracy, fairness and their effect on people and services. Our rules require staff training, monitoring and action when problems are identified.
Questions and concerns
You can ask how AI is used in your service, request an explanation from a person or raise a concern about accuracy, unfair treatment, information handling or unexpected behaviour. Contact your usual Systech service contact, email hello@systechitsolutions.co.uk or call +44 (0)1482 770583. Ask for Ryan Mangan, CTO, who is accountable for AI governance.
We will assess the concern, involve the appropriate person and explain the outcome or next steps. Where an AI-related incident affects your service or information, we will communicate through the agreed service and incident arrangements. Please do not include passwords or unnecessary sensitive information in a report.
Policy review
We review this policy at least annually and after material changes or incidents. The CTO owns the policy. Issue 1 takes effect on 7 October 2026; the next scheduled review is 7 October 2027.