AI Policy

TRAKCEL – OUR USE OF AI

1. Purpose

This policy outlines how TrakCel Limited (TrakCel, we, us) uses Artificial Intelligence (AI) technologies during its operations. The purpose of this statement is to provide transparency and reassurance to our customers and partners regarding the responsible use of AI within our business.

For the purpose of this policy, AI includes but is not limited to, generative models, machine learning algorithms, and natural language processing tools used in TrakCel’s operations.

2. Use of AI

The growth of AI over the last few years has been extraordinary. It provides businesses including TrakCel with numerous opportunities to improve the service it delivers to its clients and partners. Equally, TrakCel recognises the potential risks associated with AI and want to ensure that our clients and partners receive the best service whilst ensuring that they are confident that their data is safe.

TrakCel uses AI tools and systems solely to enhance operational efficiency, streamline internal processes, and support business productivity.

Examples include:

• Assisting with drafting, formatting, and summarising internal documents;
• Improving data organisation, reporting, and workflow management;
• Supporting research and administrative tasks.

3. Data Protection and Confidentiality

TrakCel recognises our contractual obligations as well as our statutory requirements under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

To maintain the highest standards of confidentiality and compliance:

• No client data, personal data, or confidential information is entered into, shared with, or processed by any AI system, platform, or tool.
• All AI use is restricted to anonymised, non-identifiable, or generic data where required.
• TrakCel ensures that any AI tools used are reputable, secure, and used in accordance with our contractual and statutory requirements.
• TrakCel implements technical controls to prevent the accidental or intentional input of confidential or sensitive data into AI systems. All employees are trained on the correct and secure use of approved AI.

4. Human Oversight

AI systems are used only as supportive tools. All outputs generated by AI are reviewed and verified by human staff before use or reliance. TrakCel retains full accountability for any work produced and TrakCel does not delegate professional decision making to AI systems.

5. Ethical and Responsible Use

Furthermore, TrakCel are committed to ensuring that our use of AI:

• Respects human rights, fairness, and transparency.
• Avoids bias and discrimination.
• Complies with all applicable laws, regulations, and professional standards, and with emerging standards such as the EU AI Act and the US AI Bill of Rights.

6. Continuous Review

This policy is reviewed periodically to ensure it remains aligned with emerging best practices, technological developments, and regulatory changes. Any significant updates will be communicated to clients and partners as appropriate.

7. Contact

Should you have any questions regarding TrakCel’s use of AI, please contact us at AIGovernance@trakcel.com.