AI Governance

Our approach to using artificial intelligence responsibly and transparently

Overview

Coalface uses artificial intelligence as a supporting tool to strengthen research, analysis and clarity, not as a substitute for professional judgement or democratic decision making. All AI assisted work is subject to senior human oversight, independent verification of facts and careful consideration of public, political and reputational risk. This policy sets out how AI is governed across our consultancy work and the LGR Series, reflecting public sector values of transparency, accountability, fairness and proportionality.

AI Governance Policy

1. Purpose

This policy sets out how artificial intelligence is used, governed and communicated across Coalface Engagement Ltd and the LGR Series. It is intended to ensure that AI is deployed responsibly, transparently and in a manner consistent with public sector standards, planning system expectations and democratic accountability.

The policy applies to all AI assisted activity undertaken by Coalface, including analysis, drafting, research support and insight generation, whether for client work, thought leadership or the LGR Series.

2. Scope

This policy covers:

  • Coalface Engagement Ltd consultancy outputs across Engagement, Insight and Scanner services.
  • Editorial, analytical and commentary outputs published as part of the LGR Series.
  • Internal use of AI tools to support research, drafting, synthesis and scenario testing.

It does not permit the delegation of professional judgement, statutory interpretation or political decision making to AI systems.

3. Core Principles

Coalface applies the following principles to all AI use.

3.1 Human Accountability

AI supports, but does not replace, professional judgement. All outputs are reviewed, validated and signed off by a senior practitioner before use or publication.

Responsibility for advice, commentary and engagement strategy remains with Coalface at all times.

3.2 Transparency

Where AI has materially informed an output, this will be acknowledged internally and, where appropriate, externally.

The LGR Series will be explicit where AI tools have been used to support analysis, modelling or synthesis, particularly where this influences conclusions or recommendations.

3.3 Accuracy and Verification

AI generated content is treated as a first draft or analytical aid only.

All factual statements, statistics, policy interpretations and references are independently verified against primary or authoritative sources before publication or client use.

Unverified or speculative outputs are not issued.

3.4 Public Sector Alignment

AI use is aligned with:

  • UK public sector values of openness, fairness and proportionality.
  • The expectations placed on local authorities, combined authorities and arm's length bodies.
  • The need for outputs to withstand political, media and public scrutiny.

3.5 Bias and Fairness

Coalface recognises that AI systems may reflect embedded bias.

Outputs are reviewed to ensure that they do not disadvantage particular communities, stakeholder groups or geographies, particularly in the context of local government reorganisation and planning.

3.6 Data Protection and Confidentiality

No confidential client information, personal data or commercially sensitive material is entered into AI systems unless explicitly approved and compliant with data protection obligations.

AI tools are not used to process personal data relating to consultation participants or elected members.

4. Use of AI at Coalface

AI may be used to:

  • Support desk based research and policy scanning.
  • Summarise large volumes of public information.
  • Test scenarios and themes relevant to engagement strategy.
  • Assist with drafting structures and plain English explanations.

AI is not used to:

  • Provide planning advice or statutory interpretation.
  • Predict planning outcomes or committee decisions.
  • Replace stakeholder engagement or democratic processes.

5. AI and the LGR Series

The LGR Series explicitly engages with the role of AI in local government reorganisation.

Within the Series, Coalface will:

  • Examine how councils and combined authorities are governing AI use.
  • Explore risks associated with poorly governed AI during reorganisation, including data fragmentation and decision opacity.
  • Highlight examples of good practice where AI supports service resilience, planning capacity and institutional memory.

The Series will treat AI governance as a live policy issue, not a technical aside, recognising its relevance to trust, legitimacy and delivery during structural change.

6. Publication and Quality Control

All outputs informed by AI are subject to:

  • Senior review for factual accuracy and tone.
  • Consistency checks against Coalface style and policy positions.
  • Consideration of reputational and political risk.

No AI assisted content is published automatically or without human oversight.

7. Review and Update

This policy will be reviewed periodically to reflect:

  • Changes in UK AI regulation and public sector guidance.
  • Lessons emerging from local government reorganisation programmes.
  • Practical experience from Coalface consultancy work and the LGR Series.

Updates will be documented and applied consistently across all workstreams.

Questions or Concerns?

If you have questions about how we use AI or concerns about any aspect of our approach, please get in touch:

info@coalfaceengagement.co.uk

This policy was last updated on 1 March 2026.