Use of AI
Case reference FOI2026/00049
Received 11 January 2026
Published 20 January 2026
Request
AI Use in Operations
1. Does your organisation currently use any form of Artificial Intelligence (AI) or automated systems in its operations?
* If yes, please list the tools or systems in use and provide a brief description of their purpose (e.g., administrative support, triage, analytics, chatbot services, etc.).
* If not, please state whether your organisation has explored or piloted any AI-based technologies in the past 3 years.
AI for Decision-Making
2. Does your organisation use AI or algorithmic systems to support or inform decision-making in any area (e.g., resource allocation, risk assessments, case prioritisation)?
* If yes, please describe the type of decision-making supported and the nature of the AI’s role (e.g., advisory, automated assessment, automated decision).
* Please also confirm whether human oversight is applied.
AI Chatbots and Customer Interaction
3. Does your organisation currently use chatbots or virtual assistants—AI-driven or rules-based—to support public enquiries or internal staff functions?
* If yes, please specify their purpose, whether they are AI-based, and when they were implemented.
Policies and Governance
4. Does your organisation have any formal policy, strategy, or guidance relating to the use of Artificial Intelligence or automated decision-making?
* If yes, please supply a copy or provide a link.
* If not, please indicate whether such a policy is in development.
Data Protection and Ethics
5. If AI systems are used, what measures or frameworks does your organisation have in place to ensure:
* Compliance with data protection and privacy obligations
* Transparency for service users
* Ethical or responsible use (For example, DPIAs, algorithmic impact assessments, ethical guidelines—if applicable.)
Trials, Pilots, or Future Plans
7. Has your organisation run any pilots, trials, or exploratory projects involving AI in the last 3 years, or does it plan to do so in the next 12–24 months?
* If yes, please provide brief details of the purpose, timeline, and status of these initiatives.
Staff Training and Awareness
8. Does your organisation provide any training, guidance, or internal communications to staff relating to AI, its use, or its implications?
* If yes, please describe the type of training or include documents if available.
If any of the above information is already publicly accessible, please feel free to provide links instead of attachments.
Response
1. Yes
Microsoft Copilot is the main system used by officers to support with generating content like reports and presentations and analysis of data. It is not used for triage or decision making.
2. No
3. No
4. Yes, attached.
Please note that we have redacted names of contributors to the document. We consider that this information constitutes personal data as set out in the Data Protection Act 2018 and is exempt from disclosure under Section 40 (2) 'Data Protection' of the Freedom of Information Act (2000).
Section 40(2) of the FOIA states that information is exempt from disclosure if it constitutes the personal data of a third party and its disclosure under the FOIA would breach any of the data protection principles under the Data Protection Act. We consider that disclosure of this information would contravene the first data principle that 'personal data shall be processed lawfully, fairly and in a transparent manner in relation to the data subject'. The Council recognises that you have a legitimate interest in the disclosure of the information, however disclosure of the names of contributors would identify members of staff who do not hold a senior or public-facing role.
We consider that disclosure would be unfair and unlawful, as the individuals would not reasonably expect their names to be disclosed into the public domain. Whilst there is a general public interest in transparency, this does not extend to the disclosure of personal data relating to staff members. Therefore, we consider that the public interest in maintaining the exception outweighs the public interest in disclosure. Based on these arguments the information that has not been provided, should be withheld.
5. The AI policy describes the measures and frameworks in place.
6. Yes: In the last three years, a generative AI trial lasting 3 months was undertaken to establish the effectiveness of using AI to deal with reports of missed bin collections. This was not pursued beyond the trial phase. We have no firm plans for a trial in the next 12-24 months.
7. Yes. Internal training from M365 Training Officers, delivered face to face or virtually.
Documents
This is Tunbridge Wells Borough Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.