LHITS Policy on Third-Party AI Use
By using the SchoolDay AI Policy Review function, the user confirms that they have authority to submit the policy text for AI-assisted processing and accepts this policy on behalf of their school or organisation, unless a separate written agreement with LHITS says otherwise.
1. Purpose of the AI Policy Review function
The AI Policy Review function is designed to provide a draft, advisory review of the body text of a school policy. It may identify possible clarity issues, missing content, inconsistent wording, readability concerns, and prompts for human review. It does not approve, publish, amend, replace, or formally validate any policy.
2. Third-party AI model
The function may send policy body text and limited contextual metadata to a third-party AI model provider selected and configured by LHITS. The AI provider may change over time where LHITS reasonably considers this necessary for service availability, quality, security, or cost control.
3. User responsibilities
- The user must not submit personal data, special category data, confidential safeguarding information, commercially sensitive information, or pupil-identifiable content unless they have confirmed that doing so is lawful, necessary, proportionate, and permitted by their organisation.
- The user remains responsible for checking the accuracy, suitability, legality, currency, and completeness of any AI-generated review.
- The user must ensure that policies are reviewed and approved through their own school governance, safeguarding, data protection, and statutory compliance processes.
- The user must independently verify any statutory references, external links, model-generated assumptions, and suggested wording before use.
4. No professional or legal advice
AI-generated policy review output is not legal advice, safeguarding advice, HR advice, data protection advice, educational compliance advice, or governor approval. It is a tool to support human drafting and review only.
5. AI limitations and risk acceptance
The user acknowledges that third-party AI systems may produce incomplete, outdated, ambiguous, biased, or incorrect output. The model may misunderstand context, miss important requirements, or suggest wording that is unsuitable for a particular school. The user accepts these risks when using the function.
6. LHITS liability and indemnity
To the fullest extent permitted by law, LHITS is not responsible for decisions made, documents published, actions taken, or losses arising from reliance on AI-generated review output without appropriate human checking. The user and their organisation agree to indemnify and hold LHITS harmless against claims, losses, costs, regulatory action, complaints, or liabilities arising from: misuse of the AI function; submission of information that should not have been submitted; reliance on AI output without suitable human review; or use of suggested wording in a live policy without appropriate governance approval.
7. Data protection and confidentiality
The user is responsible for ensuring that their use of the AI function is consistent with their own data protection obligations, internal policies, records of processing, and any required risk assessments. Where uncertainty exists, the user should seek advice from their data protection lead or other appropriate adviser before using the AI function.
8. No guarantee of external links or statutory currency
AI output may remind users to check external links or statutory references. Unless expressly stated otherwise, the AI function does not verify live websites, statutory guidance, or the current legal effect of any external source.
9. Acceptance
Continuing to use the AI Policy Review function after seeing the policy link confirms acceptance of this policy. If the user does not accept these terms, they must not use the function.
10. Review
LHITS may update this policy as the SchoolDay service, AI providers, and relevant regulatory expectations change.