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Responsible AI

Accountability You Can Evidence, Not Just Claims You Can Read

We designed CivicFlow AI for the people who have to stand behind decisions. Here is exactly how the platform keeps officers in control — and where the boundaries of what AI should do are firmly drawn.

A governance meeting in a council committee room.
Our first principle

"AI assists. People decide. The record shows how."

CivicFlow AI never makes a final decision. It produces drafts and assessments for an accountable officer to review, amend and own — and it captures the trail so the reasoning can be seen and challenged.

The controls

Built-in Safeguards, Not Bolt-on Promises

Each safeguard does a specific job: keep a person accountable, keep the evidence traceable, and keep the data under your control.

Human Review Required

Workflows require an accountable officer to review and approve before anything is finalised.

No Final Decisions by AI

There is no automated determination of outcomes. The platform drafts; people decide.

Audit Logs

Drafting, edits, evidence and approvals are recorded for full traceability.

Role-Based Access

Permissions follow your structure; people see and do only what their role allows.

Source & Evidence Tracking

Outputs link to their evidence so claims can be traced and checked, not taken on trust.

Bias & Equality Risk Checks

Structured prompts surface equality considerations and potential bias for officers to address.

Data Retention Controls

Configure how long records are kept in line with your retention schedule.

Exportable Decision Records

Produce a complete, portable record of a decision for scrutiny, FOI or audit.

Accessibility by Design

The platform and its outputs are built with accessibility in mind, in line with public sector duties.

For your DPO and IG team

What We Support Your Assurance Process With

We are clear about the boundary: these measures support your assessment. They do not replace your judgement, and we never claim AI guarantees compliance.

An Honest Boundary

Compliance with the law and your duties remains a matter for your council's officers and DPO. CivicFlow AI gives them better evidence to make that assessment.

  • UK GDPR aware by design
  • DPIA support materials
  • AI risk assessment support
  • Human review required
  • No final decisions made by AI
  • Audit logs across the workflow
  • Role-based access control
  • Source & evidence tracking
  • Data retention controls
  • Bias & equality risk checks
  • Exportable decision records
  • Accessibility by design
  • Cyber Essentials roadmap
Questions councils ask

Straight Answers for Cautious Buyers

No. CivicFlow AI produces drafts and assessments. An accountable officer always reviews, amends and approves. There is no automated determination of outcomes, and sign-off is captured in the record.
CivicFlow AI is designed to work within your Microsoft 365 tenancy, with records stored in SharePoint under your controls. We will work through the specifics with your information governance team during scoping.
Yes. We provide DPIA support materials and AI risk assessment support to help your DPO and IG team carry out their own assessment. We support the process; the assessment and decision remain yours.
Equality and bias checks are part of the method, not an afterthought. Structured prompts surface considerations across protected characteristics for an officer to weigh — supporting, not replacing, professional judgement.
We follow a Cyber Essentials roadmap and are happy to share our current position and plans during procurement. We will be straightforward about what is in place today and what is on the roadmap.
Bring your IG colleagues

Let's Work Through Your Assurance Questions Together

Book a Consultation with our team and your information governance lead. We'll talk specifics, not slogans.

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