AI is already being used in Town and Parish Councils across the UK. Some councils are using it confidently and responsibly to reduce administrative burdens. Others are using it without any policy in place at all, leaving themselves exposed to severe data protection risks, compliance failures, and reputational damage.

Copying sensitive resident information, confidential files, or internal updates into public, unapproved AI models can inadvertently trigger a serious data breach. Furthermore, relying on unchecked AI output risks the spread of misinformation ("hallucinations") in official council agendas, public notices, or meeting minutes. Under the UK GDPR, your council holds absolute legal accountability for this data.

If your council does not have an AI policy, now is the time to put one in place.

We have done the hard work for you. Below you will find three free, ready-to-use AI policy templates written specifically for UK Town and Parish Councils. Each one covers staff and councillors, reflects strict UK GDPR requirements, and includes practical guidance on tools like ChatGPT, Claude, Google Gemini, and Microsoft Copilot.

Choose the version that suits your council, download it, adapt it, and bring it to Full Council for adoption.

No sign-up. No email required. Completely free.

Which Version is Right for Your Council?

Option 1: The Simple AI Policy (1 to 2 pages)

Best for: Small parish councils or rural parish meetings that need a clear, straightforward policy they can adopt quickly with minimal adaptation.

This version covers everything a council needs in plain, direct language. It sets out what AI can and cannot be used for, how to protect resident data, and who is responsible. No guidance notes, no lengthy explanations. Just a clean, ready-to-adopt policy that any council can put in place straight away.

What it covers:

• Purpose and scope, including all AI tools present and future
• What council staff and councillors can use AI for
• What is strictly prohibited, including data protection and minutes
• GDPR obligations including disabling conversation history
• Responsibilities of the Clerk and councillors
• Sign-off table for Full Council adoption

Download: [ 📝 Word Version (.docx) ] | [ 📄 PDF Version (.pdf) ]

Option2: Standard AI Policy Template with Guidance Notes

Best for: Most mid-sized Town and Parish Councils that want a policy they can adapt to their own circumstances, with clear guidance notes explaining what each section means and what to consider.

This version follows the same structure as the simple policy but includes blue guidance notes throughout. These notes explain why each section matters, what to watch out for, and how to adapt the wording to your council's specific situation. Ideal for clerks who want to understand the policy before presenting it to council, or councils that want to tailor it more carefully to their needs.

What it covers:

• Everything in the simple version, plus guidance notes throughout
• Accessibility and inclusion under the Equality Act 2010
• Copyright and intellectual property
• Conversation history and AI data training risks
• Social media and external communications
• Relationship to other council policies

Download: [ 📝 Word Version (.docx) ] | [ 📄 PDF Version (.pdf) ]

Option 3: The Comprehensive AI Policy Template

Best for: Larger town councils with multiple staff, higher volumes of public communications, and more complex operations that need a detailed, robust policy framework.

This is the most detailed version. It covers every aspect of AI use in a council setting across 17 sections, including a risk assessment table, legal references, definitions, version control, an approved tools framework, and detailed responsibilities for the Clerk, councillors, all staff, and Full Council. Written for councils that need a policy that can stand up to scrutiny.

What it covers:

• Everything in the template version, plus
• Key definitions including hallucination, prompts, and personal data
• Guiding principles referencing the Nolan Principles
• Detailed risk assessment table with controls
• Accessibility and Equality Act 2010 duties
• Copyright and intellectual property with legal references
• Conversation history and AI data training, with tool-specific guidance
• Approved tools assessment framework
• 17 sections with full version control table

Download: [ 📝 Word Version (.docx) ] | [ 📄 PDF Version (.pdf) ]

Important Note

These templates are provided as a starting point to help your council put a policy in place quickly and confidently. They have been written by someone with direct experience of working in town and parish councils, and reflect the practical realities of council life.

They are provided for guidance only and do not constitute legal advice. We recommend that councils seek independent legal advice before formally adopting any policy, particularly the comprehensive version.

Not Sure Which Version to Choose?

If you are a sole-employee clerk in a small parish council, start with the simple version. You can always move to the template or comprehensive version later as your council's use of AI grows.

If you are a clerk in a larger town council with multiple staff, or if your council already uses AI tools regularly, the comprehensive version gives you the most robust framework.

If you are somewhere in between, the template with guidance notes is a good middle ground.

Want to Learn More About Using AI Safely in Your Council?

Our free 30-minute live training sessions on Microsoft Teams are designed specifically for town and parish council staff and councillors. We cover practical AI use, responsible and ethical AI, GDPR compliance, and how to write prompts that get the results you need.

No jargon. No coding. Just practical skills you can use straight away.

Browse our free AI training courses and book your place today.