If you’re starting to use AI in your service, even in small ways, you’re already responsible for how it’s used.
AI Compliance Toolkit for Care Providers
For care providers using AI tools (or planning to). Turn vague concerns about data, risk, and compliance into clear policy, processes, and documented decisions.
Safe (S1, S3)
+ Policy and vendor assessment prove safe AI use is planned and monitored
+ Incident response procedure shows you can handle problems quickly
+ DPIA and data agreements ensure people's data is protected
Well-Led (W1, W2)
+ Governance policy demonstrates leadership oversight of AI use
+ Staff agreements prove staff governance — staff know what they can and can't do
+ Vendor assessment & incident tracking show active management
Effective (E1)
+ Privacy notice and data processing ensure compliance and transparency with people
+ Staff training on acceptable use improves care quality and reduces risk
AI Use Policy
Clear policy on how AI can and can't be used in your service, including data handling and approval process.
Format: Word document
Staff Acceptable Use Agreement
Sets expectations for how staff use AI tools, what they can't do, and confidentiality requirements.
Format: Word document
AI Vendor Questionnaire
Assessment template to evaluate AI tools before you use them :- covers security, data handling, compliance.
Format: Word document
DPIA (Data Protection Impact Assessment)
Structured assessment of AI processing risks :- required for GDPR compliance.
Format: Word document
Privacy Notice Addendum
Updates your privacy notice to explain how AI is used and what happens with people's data.
Format: Word document
Data Processing Agreement
Sets terms with AI vendors on how they handle your data (GDPR requirement).
Format: Word document
AI Ethics Principles Statement
Documents your approach to ethical AI use (transparency, bias, fairness, etc.).
Format: Word document
AI Incident Response Procedure
Step-by-step response plan if something goes wrong with AI :- who to contact, what to do, documentation.
Format: Word document
AI Compliance Tracker
Simple tracker to record AI tools approved, staff trained, and incidents.
Format: Excel
Quick Start Guide
Step-by-step setup guide with examples and common scenarios.
Format: PDF