AI policy | Hale Portfolio

ARTIFICIAL INTELLIGENCE (AI) USE POLICY

1. Purpose of this Policy  

This policy explains how Hale Portfolio uses Artificial Intelligence (AI) tools within our company. As a UK-based accountancy firm, we are committed to using AI responsibly, ethically, and transparently, while maintaining the high professional standards expected by our clients, regulators, and professional bodies.  

Our use of AI supports our work but does not replace professional judgement, accountability, or regulatory responsibility.  

2. Regulatory and Professional Framework  

Our approach to AI is guided by:  

The ethical principles and professional standards of the relevant UK accountancy bodies (ICAEW)

UK GDPR and the Data Protection Act 2018

HMRC requirements and applicable UK legislation

Our professional duty is to act with integrity, objectivity, professional competence, due care, confidentiality, and professional behaviour.

Responsibility for all advice, filings, and outputs remains with Hale Portfolio at all times.  

3. How We Use AI  

AI tools are used as assistive technology to improve efficiency, consistency, and service quality. They are not used to provide unsupervised advice or make autonomous decisions.  

We may use:  

AI embedded within accounting, transaction processing and/ or reporting software to, for example, support bookkeeping processes and data categorisation and assist with drafting of management information narratives.

Generative AI (Gen AI) to assist with drafting correspondence, reports, and internal documentation.

Gen AI to summarise legislation, HMRC guidance, and technical material for internal review.

Gen AI to support website content, marketing communications, and client education materials.

All AI-generated outputs are reviewed and validated by appropriately qualified staff before being relied upon or shared with clients.  

4. Human Oversight and Professional Judgement  

AI does not replace the role of qualified professionals within our firm.  

No client work is finalised solely by AI.

Professional judgement is applied in all cases.

Final responsibility and sign-off always rest with a human practitioner.

5. Data Protection and Confidentiality  

Client confidentiality is fundamental to our professional obligations.  

We do not input confidential or sensitive identifiable data into public Gen AI tools.  Financial transaction details may be input to speed up reconciliations; however, we use an enterprise version and settings are always restricted to ensure that the information does not “feed the model”.

Where AI systems process data, we ensure appropriate contractual, technical, and organisational safeguards are in place.

AI tools are selected and used in a manner consistent with UK GDPR, including data minimisation and purpose limitation.

Further information is available in our Privacy Policy.  

6. Accuracy, Risk, and Limitations  

AI systems can produce incomplete, inaccurate, or outdated information.  

To mitigate this risk:  

Outputs are checked against reputable, authoritative sources.

AI is used to support, not replace, technical research.

We maintain professional scepticism when reviewing AI-generated content.

7. Transparency and Client Trust  

We are transparent about our use of AI and will explain our approach upon request. The use of AI does not reduce our accountability or professional liability to clients.  

8. Internal Team Guidance 

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

What data can they upload, and what can’t be uploaded

Maintaining ethical, sensible practices

Our founder oversees this and provides support when needed.

9. Review and Governance  

This policy is reviewed periodically to ensure it remains aligned with:  

Regulatory guidance

Professional body expectations

Technological developments and best practice

Last updated: March 2026

If you have any questions about this policy or our use of AI, please contact Caroline.Hale@haleportfolio.co.uk.   

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