AI Use & Confidentiality Procedure

Purpose 

Happy Hatching Mind recognises the growing use of Artificial Intelligence (AI) technologies across professional services. This statement explains how AI may be used within the practice and the safeguards in place to protect confidentiality, privacy and professional standards. 

Commitment to Professional Responsibility 

Professional judgement, ethical decision-making and accountability remain the responsibility of the practitioner at all times. 

AI tools do not replace professional knowledge, training, supervision, safeguarding responsibilities or clinical judgement. 

Confidentiality 

Confidentiality remains central to all services provided by Happy Hatching Mind. 

Personal data, confidential client information and identifiable case information will not be entered into AI systems unless: 

• There is a lawful basis for doing so; 

• Appropriate safeguards are in place; 

• The use is consistent with professional obligations; and 

• Data protection requirements are met. 

Where AI tools are used for administrative or drafting purposes, identifying information will be removed wherever possible. 

Permitted Uses of AI 

AI may be used to assist with: 

• Drafting policies and procedures 

• Generating training materials 

• Proofreading and editing documents 

• Administrative support 

• Brainstorming ideas 

• Developing educational resources 

• Creating non-client-specific content 

Any outputs generated by AI will be reviewed and amended by the practitioner before use. 

Counselling Records and Clinical Notes 

AI will not be relied upon to make decisions regarding clients. 

Clinical assessments, safeguarding decisions, risk assessments, therapeutic formulations and professional opinions remain the responsibility of the practitioner. 

Any use of AI relating to professional reflection, training or learning will be undertaken in a manner that protects confidentiality and anonymity. 

Safeguarding Information 

Safeguarding concerns require professional judgement and may involve highly sensitive information. 

AI tools will not be used to make safeguarding decisions on behalf of the practitioner. 

Responsibility for safeguarding assessments, referrals and information sharing remains with the practitioner. 

Accuracy and Limitations 

AI-generated content may contain inaccuracies, omissions or outdated information. 

All AI-generated content will be reviewed, checked and amended as necessary before being relied upon or shared. 

Data Protection 

Any use of AI technology will be considered in light of: 

• UK GDPR 

• Data Protection Act 2018 

• Data (Use and Access) Act requirements 

• Professional ethical frameworks 

• Confidentiality obligations 

Where AI providers process information on behalf of the practice, appropriate consideration will be given to privacy, security and contractual safeguards. 

Transparency 

Happy Hatching Mind is committed to being transparent about the use of AI within professional activities. 

Questions regarding the use of AI may be directed to: info@happyhatchingmind.co.uk 

Review 

This statement will be reviewed regularly as technology, legislation, professional guidance and working practices continue to develop.