ai policy
AI Policy Statement
Making sense of sustainability.
Making sense of sustainability.
1. Context
ESG Solutions (IoW) Ltd is a sustainability consultancy based on the Isle of Wight. Our work involves management systems development, advisory services, carbon analysis, training, digital content creation, and client communication. Artificial Intelligence (AI) is used to support elements of these activities, and its responsible use is essential to protecting quality, integrity, information security and sustainable outcomes.
This policy aligns with the requirements and principles of our ISO‑aligned management systems, including leadership commitment, ethical behaviour, data protection, risk‑based thinking, and continual improvement.
ESG Solutions (IoW) Ltd is a sustainability consultancy based on the Isle of Wight. Our work involves management systems development, advisory services, carbon analysis, training, digital content creation, and client communication. Artificial Intelligence (AI) is used to support elements of these activities, and its responsible use is essential to protecting quality, integrity, information security and sustainable outcomes.
This policy aligns with the requirements and principles of our ISO‑aligned management systems, including leadership commitment, ethical behaviour, data protection, risk‑based thinking, and continual improvement.
2. Scope
This policy applies to all AI use across ESG Solutions (IoW) Ltd, including internal operations, analysis, drafting, research, design, data handling, digital communications and client deliverables within the United Kingdom. It applies to AI features within approved and contracted tools such as Microsoft 365 Copilot, Canva, Adobe tools and any additional AI‑enabled applications used in line with this policy.
This policy applies to all AI use across ESG Solutions (IoW) Ltd, including internal operations, analysis, drafting, research, design, data handling, digital communications and client deliverables within the United Kingdom. It applies to AI features within approved and contracted tools such as Microsoft 365 Copilot, Canva, Adobe tools and any additional AI‑enabled applications used in line with this policy.
3. Our Commitments
In line with our values of Clarity, Integrity, Impact, Collaboration and Innovation, we commit to:
- Using AI only where it adds capability or capacity, while retaining human oversight and accountability.
- Ensuring AI use is ethical, fair and transparent, and supports responsible decision‑making.
- Being aware of and minimising potential bias in AI tools, including reviewing outputs for fairness, representativeness and unintended consequences.
- Ensuring that AI use does not compromise quality, accuracy, defensibility or client trust.
- Protecting personal and confidential information in accordance with UK GDPR and ISO 27001 principles, and avoiding input of sensitive data into non‑contracted tools.
- Considering AI‑related energy use and environmental impacts, selecting efficient tools, avoiding unnecessary computation and supporting ISO 14001 and ISO 50001 objectives.
- Assessing the impact of AI on skills, learning pathways and work design to ensure capability is sustained.
- Continually improving our AI governance approach based on monitoring, learning and stakeholder feedback.
In line with our values of Clarity, Integrity, Impact, Collaboration and Innovation, we commit to:
- Using AI only where it adds capability or capacity, while retaining human oversight and accountability.
- Ensuring AI use is ethical, fair and transparent, and supports responsible decision‑making.
- Being aware of and minimising potential bias in AI tools, including reviewing outputs for fairness, representativeness and unintended consequences.
- Ensuring that AI use does not compromise quality, accuracy, defensibility or client trust.
- Protecting personal and confidential information in accordance with UK GDPR and ISO 27001 principles, and avoiding input of sensitive data into non‑contracted tools.
- Considering AI‑related energy use and environmental impacts, selecting efficient tools, avoiding unnecessary computation and supporting ISO 14001 and ISO 50001 objectives.
- Assessing the impact of AI on skills, learning pathways and work design to ensure capability is sustained.
- Continually improving our AI governance approach based on monitoring, learning and stakeholder feedback.
4. How We Deliver
Our approach integrates responsible AI use with our sustainability mission:
- Ethical Use & Awareness: Ensuring AI is used responsibly, avoiding misuse, misrepresentation, or automation of decisions with significant consequences without appropriate controls.
- Quality & Oversight: Requiring that all AI‑generated or AI‑assisted outputs are reviewed and validated by a competent human prior to external release.
- Bias Awareness: Reviewing AI outputs for potential bias, distortions or fairness issues, and correcting or rejecting outputs that do not meet our standards.
- Privacy & Security: Applying data minimisation, redaction and secure handling to ensure compliance with GDPR and information security best practice.
- Environmental Responsibility: Preferring lower‑energy, lower‑impact AI tools, minimising iterations, and integrating energy‑efficient choices into workflow planning.
- Competence & Training: Ensuring individuals using AI tools are trained, aware of risks, and able to interpret outputs critically.
- Risk‑Based Thinking: Scaling governance based on the complexity and impact of each AI use case.
Our approach integrates responsible AI use with our sustainability mission:
- Ethical Use & Awareness: Ensuring AI is used responsibly, avoiding misuse, misrepresentation, or automation of decisions with significant consequences without appropriate controls.
- Quality & Oversight: Requiring that all AI‑generated or AI‑assisted outputs are reviewed and validated by a competent human prior to external release.
- Bias Awareness: Reviewing AI outputs for potential bias, distortions or fairness issues, and correcting or rejecting outputs that do not meet our standards.
- Privacy & Security: Applying data minimisation, redaction and secure handling to ensure compliance with GDPR and information security best practice.
- Environmental Responsibility: Preferring lower‑energy, lower‑impact AI tools, minimising iterations, and integrating energy‑efficient choices into workflow planning.
- Competence & Training: Ensuring individuals using AI tools are trained, aware of risks, and able to interpret outputs critically.
- Risk‑Based Thinking: Scaling governance based on the complexity and impact of each AI use case.
5. Review
This policy shall be reviewed annually or upon significant changes to organisational, regulatory or technological frameworks.
Tony Overbury
Director / Sustainability Consultant
06 March 2026
This policy shall be reviewed annually or upon significant changes to organisational, regulatory or technological frameworks.
Tony Overbury
Director / Sustainability Consultant
06 March 2026
“Using AI responsibly”
