AI Policy for N.E Bookkeeping and Accounting

1. Purpose and Scope

This AI Policy outlines how N.E Bookkeeping and Accounting ("we", "our", "the business") uses Artificial Intelligence (AI) tools to support our operations and enhance the value we deliver to our clients. The policy applies to all employees, contractors, and third parties working with us.

2. Our Organisation

N.E Bookkeeping and Accounting is a UK-based firm providing bookkeeping, accounting and payroll services to small and medium businesses.

3. Governance and Accountability

The owner is 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 write social media posts and blog articles about bookkeeping and accounting in the UK

  • To spot trends in anonymised data so that we can give our clients insights

  • Through AI features built into accounting software we use with clients to process transactions more speedily and provide insights such as cash flow forecasting

  • To transcribe meetings and create summaries

  • To help us write emails

  • To improve our writing quality

5. Key Principles and Values

Our approach to AI is guided by the following principles:

Transparency: We are transparent when using AI and disclose its use appropriately.

Efficiency and Value: We try new tools that save us time and make us better at bookkeeping so we can add more value to our clients.

Human Oversight: We are aware that AI can include bias and always sense check outputs before relying on them.

Privacy: We protect client confidentiality and do not share identifiable client information with AI tools.

6. Data Privacy and Protection

We comply with UK privacy laws as set out in our privacy policy available at https://www.ne-bookkeeping.co.uk/privacy-policy.

We sometimes share anonymised data with AI for analysis, or data might be shared via accounting software that has AI built into it (subject to the software's own privacy rules and framework).

We do not share confidential data that identifies a client with AI tools.

7. Communication and Transparency

We inform clients and participants when AI is being used:

  • We have a statement on our website about our use of AI

  • We tell people when they join meetings if the meeting will be transcribed

  • We maintain transparency about AI involvement in our services where appropriate

8. Boundaries of AI Use

We maintain clear boundaries on AI usage:

  • We don't share confidential client information with AI tools

  • We don't rely on AI for the final say on important decisions because it could have bias

  • All AI outputs are subject to human review and oversight

9. Compliance and Legal Framework

We operate under the following laws and guidelines:

We are committed to staying compliant with future UK AI laws and maintaining our professional standards.

10. Review and Continuous Improvement

We review AI tools routinely:

  • When updates are announced by AI tool providers

  • When laws change

  • When accounting software adds AI-powered tools

  • AI training and awareness is included in our CPD (Continuing Professional Development)

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

enquiries@ne-bookkeeping.co.uk

We aim to respond within 5 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 to AI tools

  • How to maintain client confidentiality

  • Review processes for AI-generated content

  • Maintaining ethical, sensible practices

The owner oversees this and provides support when needed.

13. Risk Management

We assess potential risks by:

  • Using common sense and being sensible in our approach

  • Checking for bias and inaccuracies in AI outputs

  • Testing tools carefully before full implementation

  • Maintaining human oversight of all AI-generated work

14. Public Statement on Responsible AI Use

At N.E Bookkeeping and Accounting, 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 or client confidentiality. We use AI tools to support our work, allowing us to provide valuable insights, save time, and deliver even greater value to our clients - always guided by our ethical standards and in line with UK laws and professional best practices.

This policy is effective from July 2025 and will be reviewed regularly to ensure continued compliance and best practice.