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AI Usage Policy – Guidance for Carers

This article explains edyn.care’s approach to the safe and responsible use of Artificial Intelligence (“AI”) tools within the business.

Written by Jonny Bottomley

Why We Use AI

At edyn.care, we may use approved Artificial Intelligence (“AI”) tools to support:

  • administration;

  • communication drafting;

  • recruitment;

  • training materials;

  • operational support; and

  • service improvement.

AI tools are intended to support our teams - not replace professional judgement, safeguarding responsibilities, or person-centred care.

Important Principles

When using AI systems:

  • confidentiality must always be protected;

  • human judgement must always be used;

  • safeguarding responsibilities remain with you;

  • AI-generated information must always be checked for accuracy;

  • care decisions must never rely solely on AI outputs.

What You CAN Use AI For

Approved AI systems may be used for:

  • drafting general emails or messages;

  • formatting documents;

  • summarising non-sensitive operational information;

  • generating ideas or templates;

  • training and educational support;

  • proofreading or administrative assistance.

All AI-generated content must be reviewed before use.

What You MUST NOT Upload Into AI Systems

You must never upload confidential or sensitive information into AI systems unless explicitly approved by edyn.care. This includes:

  • care plans;

  • care notes;

  • safeguarding concerns;

  • medication records;

  • health information;

  • DBS documents;

  • passport or identity documents;

  • payroll information;

  • grievance or disciplinary information;

  • passwords or security credentials;

  • any identifiable client or carer information.

If you are unsure whether information is appropriate to use with AI, do not upload it and speak to the office team first.

Safeguarding and Professional Judgement

AI systems:

  • must not replace professional judgement;

  • must not be used for safeguarding decisions;

  • must not be used for medical diagnosis;

  • must not replace escalation or reporting procedures.

If there is any safeguarding concern or risk to a client, you must follow normal safeguarding procedures immediately.

Approved AI Tools

Only approved AI systems may be used for work-related purposes involving company, client, or carer information. Personal AI tools or accounts should not be used for work purposes unless specifically authorised.

Data Protection and Confidentiality

All carers and staff must continue to comply with:

  • confidentiality obligations;

  • GDPR and data protection requirements;

  • edyn.care policies and procedures.

You remain personally responsible for protecting confidential information at all times.

Reporting Concerns

Please report immediately if you:

  • accidentally upload sensitive information into an AI tool;

  • believe information has been disclosed incorrectly;

  • identify inaccurate or unsafe AI-generated information;

  • suspect misuse of AI systems.

Contact:
​work@edyn.care
020 3970 9900

Key Reminder

AI tools can support your work - but they do not replace:

  • human care;

  • professional judgement;

  • safeguarding responsibilities; or

  • compassionate decision-making.

The wellbeing and safety of our clients must always come first.

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