Artificial intelligence (AI) and large language models (LLMs) are new and exciting technologies that The Key is exploring for their potential to support school leaders. We are exploring how we can add further value to the services we provide and this statement applies specifically to members of The Key when using our AI-powered features.
Whenever you provide us with your personal information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the UK Data Protection Act 2018 and the UK GDPR (from the EU General Data Protection Regulation 2016/679). We recommend reading this statement alongside our general privacy policy which explains how we use and protect your data.
Lawful basis
During this interim period in trialling our AI-powered features, The Key relies on your consent as the lawful basis for processing your personal data. By proceeding to use our AI-powered features, you agree to our processing of that request and for us to use the information in your Key Profile to return a tailored AI-generated response.
You can withdraw your consent to us processing your data at any time by ceasing to use the AI-powered features, and/or request 'your right to erasure' by contacting us at [email protected] .
How our AI-powered features collect data
We collect personal data:
- From you accessing and using The Key's AI-powered features
- From information in your Key Profile, such as your name, email address, etc.
- From the information (input) that you type into prompts in our AI-powered features
- From your interactions with the tools and feedback mechanisms in our AI-powered features
- From the AI-generated results (output) you receive when using our AI-powered features
- From public data sources, including Get Information About Schools
Types of data our AI-powered features collect
- Information (input) you type into the AI prompts, such as questions, conversations, etc.
- The AI-generated results (output), and identifiers unique to each message
- The feedback you provide when interacting with our AI-powered features
How we use your data
- To deliver personalised AI-generated content and conversation(s) as per your requests and interactions with our AI-powered features
- To understand how our AI-powered features are used, so we can improve them and ensure they are secure
- To contact you about the feedback you have provided on our AI-powered features
- To fulfil our legitimate business interest in operating and improving The Key's AI-powered features
When we share AI data
- Internally within The Key Group to understand usage of our AI-powered services; for example, by sharing feedback you provided
- Externally with our sub-processor OpenAI to deliver the AI-generated content
- Externally with our database sub-processor MongoDB, where AI-generated data is stored
We do not share this AI data for any other purposes.
Where AI data is processed and stored
Your requests (the information you type into the AI prompts) are processed by our third-party providers in the US (OpenAI) and in the UK (MongoDB). Our third-party providers do not store this data. All other data is processed and stored within the UK.
The Key is exploring viable AI services that are hosted in the UK but, to date, the performance of alternatives has not been satisfactory. We continue to explore options.
For the processing of any personal information by OpenAI in the US, we have a data processing agreement in place with OpenAI to make sure your personal data is protected in line with applicable UK data protection legislation including the Data Protection Act 2018 and UK GDPR, along with appropriate technical and security measures.
We use a specific version of OpenAI API that means OpenAI does not use your data or the information you input into our AI-powered features to train its models.
By using our AI-powered features, you will be consenting to your personal data being transferred to the US. This is compliant with the UK's international data transfer requirements. The UK has recently passed an Adequacy Decision that declared the US to be a country that offers data protection equivalent to that offered to UK citizens.
AI accuracy
Given the nature of AI-generated content, it is impossible to guarantee that any answers or responses are accurate, and they are likely to contain errors. We have taken reasonable steps to:
- Test our AI-powered features against set questions and known responses to review for accuracy
- Promote awareness of AI hallucinations and reinforce the need for human checks
- Prompt you to review and update your school and profile information in your Key Profile, to improve the relevance of your AI responses
- Call out that AI tools are trained on historic data sets and are not as current as edited content on The Key's services
- Make clear that individual responses provided by our AI-powered features are not subject to editorial checks
- Develop our AI-powered features against a set of ethical standards
How to keep your data secure and adopt best practices with AI
When using AI, as with any online application, you should be cautious about what information you provide, to promote best data security practices online:
- Never let someone else access your account
- Never type into an AI prompt anything that is sensitive, such as personally identifiable information about a child, parent, carer or staff member, or information that's confidential to you or your school
- Do refer to your school or trust's privacy policy, or consult your data protection officer, if you are ever unsure about what information it's ok to share as you use our AI-powered features
- Note that while The Key will, within reason, test our AI-powered features, we strongly recommend that you verify any AI-generated content before using it
For more information on how The Key processes data, your rights and how to contact us, please see our general privacy policy.
Last Revised 25/03/2024.