{
  "title": "Do workplace AI policies answer staff questions?",
  "analysed_on": "2026-10-19",
  "public_url": "https://theassurancedesk.com/data/workplace-ai-policy-study.json",
  "scope": "A purposive public-document review of councils, education organisations and charities in the UK.",
  "method": "A fixed frame of 20 organisations was screened. One editor read and coded the available policy or substantive staff guidance and directly linked operational material against eight frozen questions, then rechecked the evidence. Each organisation counts once.",
  "limitations": [
    "This is not a representative sample of UK employers or private businesses.",
    "Public wording does not establish what staff actually know or do. Missing public wording is not proof of a missing internal rule.",
    "Policy scopes differ. Some education documents cover only research, teaching or administration. Exeter’s full policy requires login; its public staff guidance is included with unknowns shown separately.",
    "One editor coded and rechecked the material; this is not independent double coding. Policies may change after the reading date.",
    "Existing international public discussions informed the questions; they are not a UK prevalence measure or a count of people."
  ],
  "questions": [
    {
      "id": "tools",
      "label": "Which tool and account may I use?",
      "definition": "Explicit names an allowed/prohibited tool and account boundary, or supplies an accessible approved-tools list. A bare instruction to use approved tools without a list or approval route is partial."
    },
    {
      "id": "data",
      "label": "What information may I put into it?",
      "definition": "Explicit states at least one practical permitted or prohibited information category and the tool/use boundary. A bare instruction to protect data is partial."
    },
    {
      "id": "checking",
      "label": "What must I check before using its answer?",
      "definition": "Explicit requires human review or accountability and names a check such as accuracy, bias, suitability or source verification. Merely saying be responsible is partial."
    },
    {
      "id": "disclosure",
      "label": "When must I tell someone I used AI?",
      "definition": "Explicit states when disclosure is required or not required and to whom or how. General transparency language without an operational rule is partial."
    },
    {
      "id": "approval",
      "label": "Who can approve a new tool or use?",
      "definition": "Explicit identifies an approver by role/team and a request route, including asking a named role or line manager. Approval required with no identified owner or route is partial."
    },
    {
      "id": "incident",
      "label": "Where do I report a mistake or concern?",
      "definition": "Explicit identifies a role/team/contact or accessible incident route for an AI/data/security problem. A general instruction to report concerns without an identified recipient or route is partial."
    },
    {
      "id": "training",
      "label": "Where can I get training or help?",
      "definition": "Explicit identifies a named support team/contact, accessible practical resource or training route. Training being important or required without a way to obtain it is partial."
    },
    {
      "id": "actions",
      "label": "What may AI do on my behalf?",
      "definition": "Explicit addresses AI taking actions, system/tool access or autonomous decisions and states a permission boundary or approval/control requirement. Agent/action mention with only a general human-oversight principle is partial; generic checking of text alone does not answer this question."
    }
  ],
  "frame_count": 20,
  "included_count": 16,
  "screening_counts": {
    "included": 16,
    "unavailable": 2,
    "final_text_unconfirmed": 2
  },
  "sector_counts": {
    "council": 5,
    "education": 7,
    "charity": 4
  },
  "chart_data": [
    {
      "id": "tools",
      "label": "Which tool and account may I use?",
      "denominator": 16,
      "states": {
        "explicit": 10,
        "partial": 5,
        "not_found": 1,
        "unavailable": 0
      }
    },
    {
      "id": "data",
      "label": "What information may I put into it?",
      "denominator": 16,
      "states": {
        "explicit": 16,
        "partial": 0,
        "not_found": 0,
        "unavailable": 0
      }
    },
    {
      "id": "checking",
      "label": "What must I check before using its answer?",
      "denominator": 16,
      "states": {
        "explicit": 15,
        "partial": 1,
        "not_found": 0,
        "unavailable": 0
      }
    },
    {
      "id": "disclosure",
      "label": "When must I tell someone I used AI?",
      "denominator": 16,
      "states": {
        "explicit": 13,
        "partial": 2,
        "not_found": 0,
        "unavailable": 1
      }
    },
    {
      "id": "approval",
      "label": "Who can approve a new tool or use?",
      "denominator": 16,
      "states": {
        "explicit": 9,
        "partial": 7,
        "not_found": 0,
        "unavailable": 0
      }
    },
    {
      "id": "incident",
      "label": "Where do I report a mistake or concern?",
      "denominator": 16,
      "states": {
        "explicit": 8,
        "partial": 4,
        "not_found": 3,
        "unavailable": 1
      }
    },
    {
      "id": "training",
      "label": "Where can I get training or help?",
      "denominator": 16,
      "states": {
        "explicit": 13,
        "partial": 3,
        "not_found": 0,
        "unavailable": 0
      }
    },
    {
      "id": "actions",
      "label": "What may AI do on my behalf?",
      "denominator": 16,
      "states": {
        "explicit": 12,
        "partial": 1,
        "not_found": 2,
        "unavailable": 1
      }
    }
  ],
  "sensitivity": {
    "without_education": [
      {
        "id": "tools",
        "label": "Which tool and account may I use?",
        "denominator": 9,
        "states": {
          "explicit": 6,
          "partial": 3,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "data",
        "label": "What information may I put into it?",
        "denominator": 9,
        "states": {
          "explicit": 9,
          "partial": 0,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "checking",
        "label": "What must I check before using its answer?",
        "denominator": 9,
        "states": {
          "explicit": 9,
          "partial": 0,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "disclosure",
        "label": "When must I tell someone I used AI?",
        "denominator": 9,
        "states": {
          "explicit": 7,
          "partial": 2,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "approval",
        "label": "Who can approve a new tool or use?",
        "denominator": 9,
        "states": {
          "explicit": 4,
          "partial": 5,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "incident",
        "label": "Where do I report a mistake or concern?",
        "denominator": 9,
        "states": {
          "explicit": 6,
          "partial": 2,
          "not_found": 1,
          "unavailable": 0
        }
      },
      {
        "id": "training",
        "label": "Where can I get training or help?",
        "denominator": 9,
        "states": {
          "explicit": 7,
          "partial": 2,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "actions",
        "label": "What may AI do on my behalf?",
        "denominator": 9,
        "states": {
          "explicit": 8,
          "partial": 1,
          "not_found": 0,
          "unavailable": 0
        }
      }
    ],
    "main_document_only": [
      {
        "id": "tools",
        "label": "Which tool and account may I use?",
        "denominator": 16,
        "states": {
          "explicit": 10,
          "partial": 5,
          "not_found": 1,
          "unavailable": 0
        }
      },
      {
        "id": "data",
        "label": "What information may I put into it?",
        "denominator": 16,
        "states": {
          "explicit": 16,
          "partial": 0,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "checking",
        "label": "What must I check before using its answer?",
        "denominator": 16,
        "states": {
          "explicit": 15,
          "partial": 0,
          "not_found": 0,
          "unavailable": 1
        }
      },
      {
        "id": "disclosure",
        "label": "When must I tell someone I used AI?",
        "denominator": 16,
        "states": {
          "explicit": 13,
          "partial": 2,
          "not_found": 0,
          "unavailable": 1
        }
      },
      {
        "id": "approval",
        "label": "Who can approve a new tool or use?",
        "denominator": 16,
        "states": {
          "explicit": 8,
          "partial": 8,
          "not_found": 0,
          "unavailable": 0
        }
      },
      {
        "id": "incident",
        "label": "Where do I report a mistake or concern?",
        "denominator": 16,
        "states": {
          "explicit": 6,
          "partial": 3,
          "not_found": 6,
          "unavailable": 1
        }
      },
      {
        "id": "training",
        "label": "Where can I get training or help?",
        "denominator": 16,
        "states": {
          "explicit": 12,
          "partial": 3,
          "not_found": 0,
          "unavailable": 1
        }
      },
      {
        "id": "actions",
        "label": "What may AI do on my behalf?",
        "denominator": 16,
        "states": {
          "explicit": 11,
          "partial": 1,
          "not_found": 3,
          "unavailable": 1
        }
      }
    ]
  },
  "organisations": [
    {
      "id": "edinburgh",
      "name": "City of Edinburgh Council",
      "sector": "council",
      "url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Version 2.0, September 2026. Approval March 2026.",
      "document_status": "issued",
      "scope": "Council employees, elected members, contractors and third parties. Pupils excluded.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "incident": {
          "state": "partial",
          "main_state": "partial",
          "note": "Internal reporting route referenced, no public route.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Concrete help route; ORB training itself not public.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.edinburgh.gov.uk/downloads/file/39118/generative-artificial-intelligence-policy"
        }
      }
    },
    {
      "id": "ceredigion",
      "name": "Ceredigion County Council",
      "sector": "council",
      "url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Published 8 October 2025, version 1.1",
      "document_status": "issued",
      "scope": "Employees, councillors, contractors and others using AI for council work.",
      "observations": {
        "tools": {
          "state": "partial",
          "main_state": "partial",
          "note": "Named examples and notification requirement; no explicit approved tool/account list.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Notification and assessment are specified, but no explicit approval decision/route.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "incident": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        },
        "actions": {
          "state": "partial",
          "main_state": "partial",
          "note": "Integration section lists generic oversight/testing; no concrete action permission boundary.",
          "source_url": "https://www.ceredigion.gov.uk/your-council/strategies-plans-policies/policy-on-the-use-of-generative-artificial-intelligence-genai/"
        }
      }
    },
    {
      "id": "basingstoke",
      "name": "Basingstoke and Deane Borough Council",
      "sector": "council",
      "url": "https://www3.basingstoke.gov.uk/staffHandbook/ViewDocument.axd?Id=439",
      "decision": "unavailable",
      "reason": "Official URL returned 404 in HTTP and native browser."
    },
    {
      "id": "cheshire-east",
      "name": "Cheshire East Council",
      "sector": "council",
      "url": "https://moderngov.cheshireeast.gov.uk/documents/s123405/Generative%20AI%20Policy%20Briefing.pdf",
      "decision": "final_text_unconfirmed",
      "reason": "Adopted 20 March 2025 with an amendment to review frequency. Available attachment still has the pre-amendment wording. Excluded under the frozen final-text rule; this does not imply no policy."
    },
    {
      "id": "woking",
      "name": "Woking Borough Council",
      "sector": "council",
      "url": "https://moderngov.woking.gov.uk/mgAi.aspx?ID=31371",
      "decision": "final_text_unconfirmed",
      "reason": "Council adopted the policy with amendments on 16 April 2026. Available appendix is labelled DRAFT; final amended text was not confirmed."
    },
    {
      "id": "spelthorne",
      "name": "Spelthorne Borough Council",
      "sector": "council",
      "url": "https://democracy.spelthorne.gov.uk/documents/s66602/Artificial%20Intelligence%20Policy%20Report_v4.pdf",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Policy last updated 13 May 2026; adopted 13 July 2026, effective 18 July 2026.",
      "document_status": "issued",
      "scope": "Council employees, councillors, contractors, vendors and other users.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Staff exploring a different use must contact the Projects Team.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "incident": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.spelthorne.gov.uk/documents/s79315/Appendix%201%20-%20Artificial%20Intelligence%20Policy%202026%201.pdf"
        }
      }
    },
    {
      "id": "findon",
      "name": "Findon Parish Council",
      "sector": "council",
      "url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "November 2025 report; official filename says approved 1 December 2025",
      "document_status": "issued",
      "scope": "Staff, councillors, contractors, temporary workers and consultants.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Specified public tool/account settings; factual product claims not adopted as Desk advice.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Covering report recommends DPO approval but no request route; main policy lacks an approver.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "incident": {
          "state": "not_found",
          "main_state": "not_found",
          "note": "No incident recipient or route in complete policy.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "training": {
          "state": "partial",
          "main_state": "partial",
          "note": "No help recipient/resource.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Red list prohibits AI important decisions; do not repeat its blanket legal claim.",
          "source_url": "https://findonparishcouncil.gov.uk/media/17306/ai-report-and-approved-policy-01-12-2025.pdf"
        }
      }
    },
    {
      "id": "mid-devon",
      "name": "Mid Devon District Council",
      "sector": "council",
      "url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Policy IM011 December 2024; council adopted 23 April 2025 (minutes item 5, p7).",
      "document_status": "adopted_from_draft",
      "scope": "Employees, elected members, contractors, volunteers, placements and partners.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Alternative tool query route but no approval owner/decision stated.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "incident": {
          "state": "partial",
          "main_state": "partial",
          "note": "Internal procedure referred to, not reproduced or linked publicly.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://democracy.middevon.gov.uk/documents/g1972/Public%20reports%20pack%2023rd-Apr-2025%2018.00%20Council.pdf?T=10"
        }
      }
    },
    {
      "id": "essex",
      "name": "University of Essex",
      "sector": "education",
      "url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Undated live staff guidance, read 19 October 2026; annual review specified.",
      "document_status": "issued",
      "scope": "Business operations; learning/teaching excluded.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Approved list specifically Zoom AI Companion and MS Copilot.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        },
        "incident": {
          "state": "explicit",
          "main_state": "not_found",
          "note": "The linked public reporting page names the DPO and gives an email address.",
          "source_url": "https://www.essex.ac.uk/staff/working-with-information-and-data/report-loss-of-information"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.essex.ac.uk/staff/it-services/use-of-ai-tools"
        }
      }
    },
    {
      "id": "surrey",
      "name": "University of Surrey",
      "sector": "education",
      "url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Version 1.0, effective and approved 18 December 2025; full review due December 2026.",
      "document_status": "issued",
      "scope": "Employees, subsidiaries, contractors, visiting researchers and temporary staff; teaching, research and administration.",
      "observations": {
        "tools": {
          "state": "partial",
          "main_state": "partial",
          "note": "Approved list referenced, not present in PDF; tools/account rules partly explicit but list in staff system.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "incident": {
          "state": "not_found",
          "main_state": "not_found",
          "note": "No AI incident reporting recipient/route in the complete PDF.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "training": {
          "state": "partial",
          "main_state": "partial",
          "note": "Specific staff-only guidance/training page; no public materials checked yet.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        },
        "actions": {
          "state": "not_found",
          "main_state": "not_found",
          "note": "General human judgement and generated-code review rules; no specific agent/autonomous action boundary.",
          "source_url": "https://www.surrey.ac.uk/sites/default/files/2025-12/generative-ai-procedure.pdf"
        }
      }
    },
    {
      "id": "cambridge",
      "name": "University of Cambridge",
      "sector": "education",
      "url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "First published February 2025; updated December 2025; review scheduled summer 2026.",
      "document_status": "issued",
      "scope": "Administrative staff and administrative uses, not research, teaching or colleges.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Text refers to the topic but does not give a complete public answer.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        },
        "incident": {
          "state": "partial",
          "main_state": "not_found",
          "note": "Text refers to the topic but does not give a complete public answer.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/files/data_protection_policy_final.pdf"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.information-compliance.admin.cam.ac.uk/data-protection/guidance/ai-guidance"
        }
      }
    },
    {
      "id": "exeter",
      "name": "University of Exeter",
      "sector": "education",
      "url": "https://www.exeter.ac.uk/ai-catalogue/staff/",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Undated live staff catalogue and enabling guidance, read 19 October 2026. Full AI policy requires login.",
      "document_status": "issued_guidance",
      "scope": "Staff tools catalogue and public operational guidance; full staff AI policy unavailable.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.exeter.ac.uk/ai-catalogue/staff/"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.exeter.ac.uk/ai-catalogue/staff/"
        },
        "checking": {
          "state": "partial",
          "main_state": "unavailable",
          "note": "Review rule without named criterion.",
          "source_url": "https://www.exeter.ac.uk/about/strategies/enabling-ai/"
        },
        "disclosure": {
          "state": "unavailable",
          "main_state": "unavailable",
          "note": "Public guidance did not answer; full linked AI policy required login.",
          "source_url": "https://www.exeter.ac.uk/ai-catalogue/staff/"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.exeter.ac.uk/ai-catalogue/staff/"
        },
        "incident": {
          "state": "unavailable",
          "main_state": "unavailable",
          "note": "Public guidance did not identify a mistake report route; full linked policy required login.",
          "source_url": "https://www.exeter.ac.uk/ai-catalogue/staff/"
        },
        "training": {
          "state": "explicit",
          "main_state": "unavailable",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.exeter.ac.uk/about/strategies/enabling-ai/"
        },
        "actions": {
          "state": "unavailable",
          "main_state": "unavailable",
          "note": "Catalogue lists custom agents but no action permission boundary; full policy unavailable.",
          "source_url": "https://www.exeter.ac.uk/ai-catalogue/staff/"
        }
      }
    },
    {
      "id": "lancaster",
      "name": "Lancaster University",
      "sector": "education",
      "url": "https://www.lancaster.ac.uk/iss/itpi/safe-ai-at-lancaster-sail/sail-ts--cs/",
      "decision": "unavailable",
      "reason": "Official URL returned 404 in HTTP and native browser. Cached text was not treated as current."
    },
    {
      "id": "oxford",
      "name": "University of Oxford",
      "sector": "education",
      "url": "https://www.ox.ac.uk/about/digital/gen-ai/gen-ai-tools-policy-guidance",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Research policy version 1.1, 7 September 2026.",
      "document_status": "issued",
      "scope": "Researchers and professional staff supporting research. Institution-wide acceptable-use policy linked on staff intranet.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        },
        "incident": {
          "state": "explicit",
          "main_state": "not_found",
          "note": "The directly linked research-integrity procedure gives a named formal reporting route.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/procedure-for-addressing-potential"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ox.ac.uk/research/support/governance-and-committees/research-policies/policy-for-using-generative-ai-in"
        }
      }
    },
    {
      "id": "ucb",
      "name": "University College Birmingham",
      "sector": "education",
      "url": "https://www.ucb.ac.uk/about-us/governance/policies-and-regulations/",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Approved June 2026 by Digital Transformation Group; next review June 2027.",
      "document_status": "issued",
      "scope": "Staff, students, third-party suppliers and partners; staff professional use separately specified.",
      "observations": {
        "tools": {
          "state": "not_found",
          "main_state": "not_found",
          "note": "No approved tool/account list or tool approval route in complete policy.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Approval mentioned without approver/request route.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "incident": {
          "state": "partial",
          "main_state": "partial",
          "note": "Refers to named mainly student misconduct/complaints procedures, no staff recipient/path; linked-route availability to check.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Identified staff guidance teams; not a claim of published training materials.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        },
        "actions": {
          "state": "not_found",
          "main_state": "not_found",
          "note": "General support for human judgement; no explicit automated action/decision restriction.",
          "source_url": "https://www.ucb.ac.uk/media/zzikgpgf/ai-acceptable-use-policy.pdf"
        }
      }
    },
    {
      "id": "uhi",
      "name": "University of the Highlands and Islands",
      "sector": "education",
      "url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/generative-ai-policy.pdf",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Policy approved 13 March 2024; staff guidance v1.2 22 April 2024. Review due after two years.",
      "document_status": "issued",
      "scope": "Learning, teaching and research staff; professional services staff expressly excluded and prohibited from use under this document.",
      "observations": {
        "tools": {
          "state": "partial",
          "main_state": "partial",
          "note": "Text refers to the topic but does not give a complete public answer.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/generative-ai-policy.pdf"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/generative-ai-policy.pdf"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/generative-ai-policy.pdf"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/generative-ai-policy.pdf"
        },
        "approval": {
          "state": "explicit",
          "main_state": "partial",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/staff-gai-guidance.pdf"
        },
        "incident": {
          "state": "not_found",
          "main_state": "not_found",
          "note": "Full policy and staff guidance checked: no named staff incident recipient or report route.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/generative-ai-policy.pdf"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/staff-gai-guidance.pdf"
        },
        "actions": {
          "state": "explicit",
          "main_state": "not_found",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.uhi.ac.uk/en/t4-media/one-web/university/about-uhi/governance/policies-and-regulations/policies/generative-ai/staff-gai-guidance.pdf"
        }
      }
    },
    {
      "id": "cleft",
      "name": "CLEFT",
      "sector": "charity",
      "url": "https://www.cleft.org.uk/news/cleft-ai-policy",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "PDF version 2.0 dated 21 September 2026, approved by Board; review Sept 2028. HTML says annual review Sept 2027. Coverage uses PDF.",
      "document_status": "issued",
      "scope": "Trustees, staff, volunteers, contractors, consultants and partners.",
      "observations": {
        "tools": {
          "state": "partial",
          "main_state": "partial",
          "note": "PDF names Appendix 2 but does not contain the list.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Owner but no new-tool application route in HTML; check PDF.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "incident": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.cleft.org.uk/Handlers/Download.ashx?IDMF=2488f689-e9cb-4418-8e15-83cbda163b93"
        }
      }
    },
    {
      "id": "lymphoma-action",
      "name": "Lymphoma Action",
      "sector": "charity",
      "url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "May 2026",
      "document_status": "issued",
      "scope": "Permanent, temporary and contracted staff; volunteers require express permission.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "Named recommended tool, public-chatbot boundary and routine-use rule; other detailed guidance internal.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "disclosure": {
          "state": "partial",
          "main_state": "partial",
          "note": "Meaningful-use trigger but not recipient/method; separate logging rule not external disclosure.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "incident": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "An AI agent needs approval from an SMT member of the AI Working Group and at least one other group member before use.",
          "source_url": "https://lymphoma-action.org.uk/about-us/how-we-work-our-commitment-you/our-use-digital-tools-and-artificial-intelligence-ai/use"
        }
      }
    },
    {
      "id": "right-to-succeed",
      "name": "Right to Succeed",
      "sector": "charity",
      "url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Version 1, approved November 2025; review due May 2026; no later version in checked file.",
      "document_status": "issued",
      "scope": "Trustees, employees, volunteers, contractors, consultants and partners.",
      "observations": {
        "tools": {
          "state": "partial",
          "main_state": "partial",
          "note": "Promises later guidance; no list in checked policy.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "disclosure": {
          "state": "partial",
          "main_state": "partial",
          "note": "No concrete disclosure trigger/method.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "approval": {
          "state": "partial",
          "main_state": "partial",
          "note": "Approver stated but submission route not stated.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "incident": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "training": {
          "state": "partial",
          "main_state": "partial",
          "note": "No enrolment/help route stated.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://www.righttosucceed.org.uk/_files/ugd/ff2be4_44d58e087f1d4670aa132beb3b946870.pdf"
        }
      }
    },
    {
      "id": "york",
      "name": "Diocese of York / York Diocesan Board of Finance",
      "sector": "charity",
      "url": "https://dioceseofyork.org.uk/policies/ai/",
      "decision": "included",
      "reason": "Published staff policy or substantive operational guidance; scope and version recorded.",
      "version": "Permitted list November 2025; guidance downloads February 2026; policy page undated",
      "document_status": "issued",
      "scope": "Direct YDBF employees, agency staff and volunteers; not PCC employees.",
      "observations": {
        "tools": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "data": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "checking": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "disclosure": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "approval": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "incident": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "training": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The public text gives an operational answer under the frozen definition.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        },
        "actions": {
          "state": "explicit",
          "main_state": "explicit",
          "note": "The policy tells staff to restrict connected systems to the minimum permissions needed.",
          "source_url": "https://dioceseofyork.org.uk/policies/ai/"
        }
      }
    }
  ]
}