The 6 Figure Bookkeeper AI Policy

1. Purpose and Scope

This AI Policy outlines how The 6 Figure Bookkeeper Ltd (“we”, “our”, “the business”) uses Artificial Intelligence (AI) tools to support our operations and enhance the value we deliver to our global community of bookkeepers and accountants. The policy applies to all employees, contractors, and third parties working with us.

2. Our Organisation

The 6 Figure Bookkeeper Ltd is a UK-based training business providing business development skills to bookkeepers and accountants worldwide.

3. Governance and Accountability

Our directors are responsible for overseeing AI use, ensuring it aligns with this policy, current laws, ethical standards, and best practices. They are also responsible for staying informed of updates to AI regulations and ensuring the team is aware of any changes.

4. How We Use AI

We use AI tools in the following ways:

• To help generate social media content
• For transcription services of meetings (e.g., Otter.ai)
• To analyse survey data and responses, providing reports and insights
• To summarise meetings and conversations for blog posts, website articles, and show notes
• To create clips from longer-form videos for social media
• To help write scripts for presentations
• To serve as a brainstorming tool for internal processes

5. Key Principles and Values

Our approach to AI is guided by the following principles:

Transparency: We disclose when AI is used to create or assist with content.

Privacy: We protect personal data by anonymising it before uploading to AI tools unless the information is already in the public domain.

Human Oversight: All AI-generated outputs are reviewed by a team member before they are shared externally.

Avoiding Bias: We actively assess AI tools for potential bias and aim to minimise its impact.

Efficiency and Value: We leverage AI to increase efficiency and offer valuable insights that might otherwise be missed due to time constraints.

6. Data Privacy and Protection

We comply with UK GDPR, the UK Data Protection Act, and ICO Guidelines.

We do not knowingly share personal or sensitive data with AI tools.

Transcription and summaries remain within the native tools used (such as Otter.ai) and are not exported to other AI systems without user knowledge.

Non-native AI is only used with anonymised data unless content is public (e.g., podcast recordings).

7. Communication and Transparency

We inform participants when AI is being used:

During recorded meetings, participants are notified, and by continuing, they consent to transcription and potential use of the recording for training or content development.

We include disclosures in articles, show notes, or blog posts when AI has been used to create or assist with the content.

8. Boundaries of AI Use

Currently, we do not have strict prohibitions on AI usage but follow ethical practices and human oversight. We:

• Do not use AI for sensitive decisions
• Always review AI outputs before publication
• Do not upload confidential content into AI tools

9. Compliance and Legal Framework

We operate under the following laws and guidelines:

• UK GDPR
• UK Data Protection Act
• ICO Guidelines

Our privacy policy can be viewed at 6figurebookkeeper.com/privacy-policy

We are committed to staying compliant with future UK AI laws

We also follow our own internal ethical standards and best judgment. We lead our business by being good humans.

10. Review and Continuous Improvement

AI training is part of our team’s CPD.

We regularly assess the relevance, accuracy, and ethical alignment of our AI tools.

Our directors monitor changes in AI laws and ethics.

We review and update this policy as needed when significant changes arise.

11. Handling Concerns and Queries

Any questions, concerns, or complaints about our AI usage can be directed to:

hello@6figurebookkeeper.com

We aim to respond within 10 working days.

12. Internal Team Guidance

We provide our team with clear internal guidelines on AI use, covering:

• What data they can and can’t upload
• How to disclose AI involvement
• Maintaining ethical, sensible practices
• Our directors oversee this and provide support when needed.

13. Risk Management

We assess potential risks, including bias, inaccuracies, and data security, before adopting new AI tools.

We stay connected with communities such as AI for Non-Techies and our entrepreneur network for peer insights and advice.

14. Public Statement on Responsible AI Use

At The 6 Figure Bookkeeper Ltd, we are committed to using AI responsibly and ethically. We prioritise transparency, data privacy, and human oversight to ensure AI enhances the services we provide without compromising trust. We use AI tools to support our work, allowing us to provide valuable insights, save time, and deliver even greater value to our community – always guided by our ethical standards and in line with UK laws and best practices.