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AI Transparency & Responsible Use Policy

INTRAQUEST COMMUNITY CIC
Version 2 – August 2026

IntraQuest Community CIC (“IntraQuest”, “we”, “us” or “our”) uses technology, including artificial intelligence (“AI”), to support aspects of our work.

We believe AI can help improve efficiency, reduce administrative burden and support our team. However, because IntraQuest works with children, young people, adults, families and professionals and may process sensitive health, therapeutic, psychological and safeguarding information, we take a cautious and responsible approach to its use.

This policy explains:

  • how we may use AI;

  • where we do not allow AI to replace people;

  • how personal and sensitive information is protected;

  • how AI may support administration and clinical documentation;

  • how therapy and clinical records are governed;

  • how human oversight is maintained;

  • how AI-assisted records may be handled if they are required in legal proceedings;

  • how you can ask questions about our use of AI.

This policy should be read alongside our Privacy Notice, Cookie Policy, Terms and Conditions and other relevant IntraQuest policies.

1. Our approach to AI

Our guiding principle is:

AI may support our people, but it does not replace their professional responsibility, judgement or accountability.

AI may assist with tasks such as drafting, organising, summarising, formatting or improving administrative work.

Where AI contributes to work relating to an individual client, service user or professional matter, appropriate human review remains central.

We remain responsible for the services we provide and for decisions made by our team.

2. How IntraQuest may use AI

AI may be used to support appropriate activities including:

  • administrative drafting;

  • preparing or improving non-sensitive communications;

  • organising information;

  • summarising appropriate information;

  • creating templates;

  • assisting with policies and procedures;

  • producing training and educational materials;

  • research and idea generation;

  • business planning;

  • marketing and communications;

  • improving internal workflows;

  • supporting appropriate documentation processes;

  • improving spelling, grammar, structure or clarity;

  • reducing repetitive administrative tasks.

AI may also be incorporated into approved systems or software used by IntraQuest, including case-management, administrative or business platforms.

3. AI and client records

IntraQuest uses systems, including Splose, to support case management and client records.

Where approved AI functionality is used in connection with client documentation, its purpose is to support appropriately authorised staff and professionals.

For example, AI may assist with:

  • structuring notes;

  • improving clarity;

  • formatting information;

  • summarising appropriate information;

  • preparing draft documentation;

  • reducing repetitive administrative work.

AI-generated or AI-assisted documentation must not simply be accepted because an automated system produced it.

The member of staff or professional responsible for the record must review the content as appropriate and remains responsible for the accuracy, context and professional appropriateness of the final record.

4. Practitioner responsibility for clinical and therapeutic records

Where AI-assisted functionality is used to support clinical, therapeutic or assessment documentation, the relevant practitioner remains responsible for the final record.

AI may assist with:

  • transcription;

  • organisation;

  • formatting;

  • summarisation;

  • drafting;

  • improving clarity.

However, AI-generated content is not treated as a completed clinical record without appropriate human review.

The responsible practitioner must:

  • review the record for factual accuracy;

  • check that the record reflects the actual session or professional interaction;

  • correct errors or omissions where appropriate;

  • ensure that the wording is clinically and professionally appropriate;

  • ensure that observations, client statements and professional opinions are represented accurately;

  • approve the final record.

The practitioner remains accountable for the final approved record.

5. AI must not invent or reconstruct clinical information

AI must not be used to invent, infer or add clinical facts that were not provided, observed or otherwise legitimately recorded.

AI must not:

  • create fictional client statements;

  • invent observations;

  • fill in unknown details;

  • create retrospective clinical events;

  • reconstruct a session from assumptions;

  • generate diagnoses or conclusions that were not reached by the responsible professional;

  • add information merely because it appears plausible.

Where information is unknown, incomplete or not recorded, it should remain unknown, incomplete or clearly identified as such.

6. Clear authorship and record integrity

Clinical, therapeutic and assessment records should be attributable to the practitioner responsible for them.

Where appropriate, records should include or be capable of showing:

  • the practitioner responsible for the record;

  • the date of the session or interaction;

  • the date the record was created or approved;

  • relevant amendments;

  • who made those amendments.

Where an AI-assisted system supports preparation of a record, this does not change the identity of the practitioner responsible for the final approved record.

7. Audit trails and amendments

Where systems allow, IntraQuest seeks to maintain appropriate audit information around client records.

This may include information showing:

  • when a record was created;

  • when it was edited;

  • who edited it;

  • when it was finalised or approved.

Historic clinical records should not be altered casually.

Where a significant amendment is required after a record has been finalised, the reason for the amendment should be clear where appropriate and the integrity of the original record should be preserved where the system allows.

AI must not be used to retrospectively rewrite a clinical record simply to make it appear clearer, more complete or more favourable after the event.

8. Distinguishing fact, report, observation and professional opinion

Where relevant, clinical and therapeutic records should distinguish between:

  • information reported by the client;

  • information reported by a parent, carer or third party;

  • information directly observed by the practitioner;

  • professional interpretation or formulation;

  • information obtained from another record or source.

AI-assisted drafting should not blur these distinctions.

The responsible practitioner must ensure that the final record fairly represents the source and nature of the information.

9. AI does not replace professional judgement

IntraQuest does not use AI as a substitute for appropriately qualified human judgement in matters requiring clinical, therapeutic, psychological, safeguarding or professional decision-making.

AI does not independently:

  • diagnose ADHD, autism or another condition;

  • determine the outcome of a psychological assessment;

  • decide whether somebody requires therapy;

  • determine safeguarding action;

  • independently assess risk;

  • decide whether confidential information should be disclosed;

  • make final clinical decisions;

  • replace a therapist, psychologist or appropriately qualified professional.

AI may support a professional’s work, but the professional remains responsible for reviewing the relevant information and making the final judgement.

10. No solely automated significant clinical decisions

IntraQuest does not intend to make decisions producing significant clinical, therapeutic or similarly important effects for individuals solely through automated AI processing.

Where technology assists decision-making, meaningful human involvement must remain part of the process.

A person must be able to:

  • review;

  • question;

  • challenge;

  • amend;

  • reject

an AI-generated recommendation or output.

Simply clicking “approve” without meaningful review is not considered sufficient human oversight.

11. AI can make mistakes

AI systems are not infallible.

AI-generated information may:

  • be inaccurate;

  • omit relevant context;

  • misunderstand information;

  • produce inappropriate wording;

  • reflect bias;

  • produce information that sounds confident but is incorrect.

For this reason, AI output should not automatically be treated as fact.

Where AI output is used in connection with professional work, appropriate human checking and professional judgement are required.

12. Personal information and AI

Where our use of AI involves personal information, we apply applicable UK data protection requirements.

Our use of personal information is governed by our Privacy Notice and relevant UK data protection law.

We seek to follow principles including:

  • lawfulness;

  • fairness;

  • transparency;

  • purpose limitation;

  • data minimisation;

  • accuracy;

  • storage limitation;

  • security;

  • accountability.

We aim to use only the information reasonably necessary for the relevant purpose.

13. Special Category Personal Data

Because of our services, IntraQuest may process particularly sensitive information known under UK data protection law as special category personal data.

This can include information about:

  • physical health;

  • mental health;

  • disability;

  • neurodevelopment;

  • racial or ethnic origin;

  • religious or philosophical beliefs;

  • sexual orientation;

  • other sensitive matters.

Health, psychological, therapeutic and neurodevelopmental information require particular protection.

We do not treat the use of an AI tool as automatically giving permission to process sensitive information through it.

Any AI processing involving special-category information must have an appropriate lawful basis and additional legal condition where required, together with appropriate security and governance.

14. Children and young people

IntraQuest works extensively with children and young people.

Their information requires particular care.

Where AI is used in connection with services involving children or young people, we consider factors including:

  • the child’s best interests;

  • privacy;

  • confidentiality;

  • safeguarding;

  • data minimisation;

  • the sensitivity of the information;

  • the potential consequences of an error;

  • the need for meaningful professional oversight.

AI must not replace appropriate safeguarding or clinical decision-making concerning a child.

15. Confidential information and public AI tools

IntraQuest staff must not place identifiable confidential client information into publicly available or unapproved AI systems simply because the technology is convenient.

This includes identifiable:

  • therapy notes;

  • psychological reports;

  • assessment information;

  • safeguarding information;

  • referral information;

  • health information;

  • children’s information;

  • confidential correspondence.

AI tools used for sensitive information must be appropriately assessed and authorised by IntraQuest.

Where possible and appropriate, information should be anonymised or minimised before AI processing.

16. Approved AI systems

Not every AI application is suitable for use with IntraQuest information.

Before adopting AI systems for higher-risk activities, we may consider matters including:

  • the purpose of the system;

  • what information it receives;

  • whether the provider uses information to train its AI;

  • where information is stored or processed;

  • security measures;

  • retention arrangements;

  • contractual protections;

  • international data transfers;

  • confidentiality;

  • access controls;

  • whether the system can be appropriately audited;

  • risks to clients and service users.

AI services should only be used for sensitive or confidential work where IntraQuest considers the safeguards appropriate for that use.

17. Training AI models with client information

IntraQuest does not intentionally use identifiable client therapy, assessment or safeguarding information to train public general-purpose AI models.

Where an AI provider processes information through an approved service, we will consider the provider’s contractual terms and data-handling arrangements.

We seek to avoid allowing confidential client information to be reused by third-party providers for unrelated model training where this would be inappropriate.

18. Human review

Human oversight is a central part of our approach.

Depending upon the use, this may involve a member of staff or appropriately qualified professional:

  • checking accuracy;

  • checking context;

  • correcting errors;

  • assessing relevance;

  • checking tone;

  • identifying inappropriate assumptions;

  • challenging AI recommendations;

  • approving final wording;

  • making the final professional decision.

The level of oversight required increases with the potential impact on an individual.

19. Higher-risk uses of AI

We take a risk-based approach to AI.

Uses involving confidential, clinical, safeguarding, assessment or special-category personal information are treated with greater caution than low-risk uses such as brainstorming generic marketing copy.

Higher-risk AI uses may require:

  • specific approval;

  • additional security;

  • a Data Protection Impact Assessment;

  • supplier due diligence;

  • documented procedures;

  • stronger access controls;

  • professional review;

  • additional testing.

Some proposed AI uses may be rejected entirely where we consider the risks inappropriate.

20. Data Protection Impact Assessments

Where an AI use is likely to create a high risk to people’s rights and freedoms, IntraQuest will consider whether a Data Protection Impact Assessment (DPIA) is required.

A DPIA helps us identify:

  • why the technology is needed;

  • what information will be processed;

  • possible risks;

  • the impact on individuals;

  • measures needed to reduce those risks.

21. Fairness and bias

AI systems can reproduce or amplify bias contained within their data, design or operation.

This is particularly important in areas involving:

  • children;

  • disability;

  • neurodivergence;

  • mental health;

  • ethnicity;

  • gender;

  • socioeconomic circumstances;

  • other potentially vulnerable or protected groups.

Where AI supports our work, staff should not assume that an output is neutral simply because it was generated by technology.

Professional judgement and contextual understanding remain essential.

22. Safeguarding

AI does not make safeguarding decisions for IntraQuest.

Where safeguarding information arises, responsibility remains with appropriately trained people operating under IntraQuest safeguarding procedures and applicable law.

AI-generated advice should never be treated as a substitute for safeguarding policy, professional judgement or appropriate escalation.

23. Psychological and neurodevelopmental assessments

AI does not independently determine whether an individual meets diagnostic criteria.

Where technology forms part of an assessment pathway, it may support administration, scoring or information processing where clinically and professionally appropriate.

Final assessment conclusions remain the responsibility of appropriately qualified professionals working within their competence and professional obligations.

24. Therapy

AI is not a replacement for the therapeutic relationship.

IntraQuest therapists and other practitioners remain responsible for the services they provide.

AI may support appropriate administrative or documentation activities, but it does not independently deliver, direct or determine a person’s therapeutic care unless IntraQuest has expressly introduced a separate service designed for that purpose and put appropriate safeguards in place.

25. AI-generated communications

AI may sometimes assist our team in preparing communications.

This may include:

  • drafting emails;

  • improving grammar;

  • adjusting tone;

  • summarising administrative information;

  • preparing standard responses.

Where a communication relates to an individual client or sensitive matter, appropriate human responsibility remains with the member of staff sending or approving it.

26. Marketing and content creation

AI may be used to support IntraQuest’s:

  • website content;

  • social media;

  • marketing;

  • educational materials;

  • illustrations or creative materials;

  • campaign development;

  • research;

  • drafting and editing.

AI-assisted content is reviewed as appropriate before publication.

We remain responsible for content published under the IntraQuest name.

27. AI-generated images and media

From time to time, IntraQuest may use AI-assisted or AI-generated images, illustrations, graphics or other creative material.

Where such material is illustrative rather than depicting a real client, this may be used to help communicate information about our services.

We will not intentionally present an AI-generated representation as though it were a real client receiving IntraQuest services.

Where real individuals are involved, privacy, consent and safeguarding considerations apply.

28. Court orders and legal proceedings

Clinical, therapeutic and assessment records may in certain circumstances be requested or ordered for disclosure in legal proceedings, including proceedings before the Family Court.

Where IntraQuest receives a valid court order or other lawful requirement to disclose information, we will respond in accordance with our legal obligations, confidentiality responsibilities and applicable data protection law.

Where AI-assisted technology has been used to support the preparation of a clinical, therapeutic or assessment record, the responsible practitioner remains accountable for the final approved record.

IntraQuest does not use AI to retrospectively alter, reconstruct or generate clinical events for the purpose of responding to legal proceedings.

Where appropriate, records disclosed in legal proceedings should reflect the records actually created and maintained in the ordinary course of providing the service.

29. Court scrutiny of AI-assisted records

Where a record that has involved AI-assisted drafting or processing is required in legal proceedings, IntraQuest should be able to explain, where relevant:

  • the purpose for which AI was used;

  • the role of the practitioner;

  • how the final record was reviewed;

  • how factual accuracy was checked;

  • how the record was approved;

  • what safeguards were in place;

  • whether the system maintained relevant audit information.

The presence of AI assistance does not transfer responsibility away from the practitioner responsible for the final record.

30. Preservation of records for legal purposes

Where IntraQuest becomes aware that records may be required for legal proceedings, complaints, investigations or other formal processes, relevant records should not be deliberately deleted, altered or reconstructed in order to change the evidential record.

Where appropriate, normal deletion or retention processes may be suspended to preserve relevant information.

AI must not be used to recreate missing notes as if they were contemporaneous records.

If a later explanatory note is legitimately required, it should be clearly identifiable as a later addition rather than presented as an original contemporaneous record.

31. Automated decision-making

Where data protection law gives individuals rights relating to automated decision-making or profiling, IntraQuest will respect those rights.

Our intention is that significant decisions relating to therapy, safeguarding, psychological assessment or similar professional matters should involve meaningful human judgement rather than being determined solely by an automated AI system.

32. AI suppliers and third parties

Some technology providers used by IntraQuest may incorporate AI into their services.

These may include case-management, productivity, communication, educational or administrative platforms.

We cannot control every aspect of how third-party software is developed, but where a supplier processes IntraQuest personal information we seek to consider its data-protection and security arrangements as part of our supplier governance.

Relevant third parties may also be addressed in our Privacy Notice.

33. Information security

AI systems used by IntraQuest are subject to our wider obligations concerning information security and confidentiality.

Depending upon the system, safeguards may include:

  • access controls;

  • individual accounts;

  • multi-factor authentication where available;

  • contractual controls;

  • encryption;

  • staff training;

  • restrictions on what information may be entered;

  • approved-system requirements;

  • monitoring and review.

34. Staff responsibility

Staff using AI remain accountable for how they use it.

The fact that information was produced by an AI system does not remove the responsibility of the member of staff or professional using that information.

Staff are expected to:

  • use approved systems;

  • protect confidentiality;

  • minimise personal data;

  • review AI output;

  • identify inaccuracies;

  • apply professional judgement;

  • escalate concerns where necessary;

  • comply with IntraQuest policies and professional responsibilities.

35. Professional standards

IntraQuest professionals remain responsible for complying with the requirements applicable to their role, which may include:

  • professional standards;

  • ethical requirements;

  • confidentiality;

  • safeguarding;

  • record-keeping obligations;

  • registration requirements;

  • supervision requirements.

Using AI does not reduce those responsibilities.

Where professional guidance places limitations on AI use, those requirements take priority.

36. Your rights and choices

You may ask us questions about how AI has been used in connection with your personal information or service.

Where appropriate, we will explain:

  • whether AI has materially contributed to relevant processing;

  • the purpose for which it was used;

  • the role of human review;

  • how personal information was protected.

Where data protection law provides a right to object, restrict processing, obtain information or challenge certain automated decisions, those rights remain available.

Please see our Privacy Notice for full information about your data protection rights.

37. Concerns about AI use

If you are concerned about IntraQuest’s use of AI, please contact us.

We would rather somebody ask us how technology is being used than feel uncertain about what is happening with their information.

Questions or concerns can be sent to:

[email protected]

38. AI governance and review

AI technology is developing rapidly.

IntraQuest will keep its use of AI under review and may update its:

  • approved tools;

  • risk assessments;

  • policies;

  • staff guidance;

  • data-protection measures;

  • security controls;

  • supplier assessments.

We do not describe ourselves as universally “AI compliant” simply because we have an AI policy.

Compliance depends upon the specific technology, information, purpose and circumstances in which AI is used.

Our aim is to use AI responsibly, transparently and proportionately while maintaining human accountability.

39. Relationship with our Privacy Notice

Where AI processing involves personal information, our Privacy Notice also applies.

Privacy Notice:

www.intraquest.co.uk/privacy-policy

Cookie Policy:

www.intraquest.co.uk/cookiepolicy

Terms and Conditions:

www.intraquest.co.uk/terms

40. About us

INTRAQUEST COMMUNITY CIC

Company number: 08814656

Registered office:

Stonebreaks House
Stonebreaks Road
Springhead
Oldham
England
OL4 4BY

Email: [email protected]

Website: www.intraquest.co.uk

Registered in England and Wales.

IntraQuest is registered with the Information Commissioner’s Office (ICO).

ICO Registration Reference: ZA274206

Current version: Version 2
Last reviewed: August 2026