Artificial Intelligence Guidelines 

United Kingdom

Last updated: February 2026

1.Guidelines for Applicants and Grantees on AI Use 

We recognise that Artificial Intelligence (AI) tools can help applicants prepare funding applications and grantees prepare monitoring reports.  However, we want to ensure that applications and reports remain authentic, accurate, and fair.  Please follow these guidelines if you choose to use AI: 

 

For Applicants Preparing Grant Applications 

  • You may use AI tools to assist with drafting your application, but ensure the final submission reflects your own experience, voice, and skills. 

  • Do not submit applications generated solely by AI without review and personalisation. 

  • Avoid inputting confidential or sensitive information into AI tools unless you are certain they are secure. 

  • Check all AI-generated content for accuracy, relevance, and bias before submission. 

 

For Grantees Preparing Monitoring Reports 

  • AI may be used to help summarise data or draft narrative sections, but reports must represent the actual outcomes and impact of your project. 

  • Do not rely on AI to fabricate or estimate data; all figures and evidence must be accurate and verifiable. 

  • Ensure that any AI-assisted content is reviewed and edited to reflect your organisation’s authentic voice and context. 

  • Do not input sensitive beneficiary or financial data into AI tools unless they meet security and privacy standards. AI tools, including content generation platforms (especially free ones) may store or share data you input which could compromise confidentiality. 

 

Important Points to Remember 

  • Accuracy Matters: AI can produce errors or bias.  Always check facts and figures. 

  • Authenticity Counts: Funders value your unique perspective.  Make sure your application reflects your organisation’s real work and impact. 

  • Data Security: Treat AI tools like social media - avoid sharing anything confidential unless you know it’s safe. 

 

2.How Greggs Foundation Uses AI 

We believe in using AI responsibly to improve efficiency and support our charitable mission.  Here’s how we use AI: 

 

Permitted Uses 

  • Summarising documents or reports for review. 

  • Analysing data to understand impact. 

  • Drafting communications or administrative content (always reviewed by a person). 

 

What We Do Not Do 

  • We do not use AI to make final funding decisions. 

  • We do not input sensitive personal data into AI tools unless they are secure and approved. 

 

Our Principles 

  • Human Oversight:  All decisions remain with people. 

  • Transparency:  We will communicate openly about how AI is used in our processes. 

  • Compliance:  We follow UK law, Charity Commission guidance, and data protection regulations. 

  • Fairness & Inclusivity:  We aim to use AI responsibly and encourage practices that minimise bias and promote accessibility. 

 

3.Why These Guidelines Matter 

AI can be a helpful tool, but it should never replace human judgement or authenticity.  These guidelines ensure fairness, accuracy, and trust in our grant-making process.