AI USAGE POLICY

1. Purpose of This Policy

The purpose of this policy is to explain how we use AI.

We believe artificial intelligence (AI) can expand creative possibilities when it is used responsibly, transparently and under meaningful human direction.

Southpaw has always pushed the boundaries uniting human creativity, live performance and emerging technology to create bold new forms of storytelling. We use AI as a collaborative tool - no AI-generated content appears in our productions without the creative involvement of a developer, artist or live performer, placing human imagination, skill and creative direction at the heart of every production.

2. Who This Policy Applies To

This policy applies to AI usage by members of our creative team.

3. Principles

Human creativity comes first
Every use of AI in our productions involves the creative input and oversight of artists, developers, live performers or other creative professionals. We do not present content that has been purely AI-generated; humans have shaped its concept, direction or delivery.

AI is a tool, not the author
We use AI to support experimentation, development and production. It does not replace the judgment, experience or authorship of the people creating our work.

Creative contributions deserve recognition
We acknowledge the artists, performers, developers and collaborators whose work shapes our productions, including projects that incorporate AI-assisted content.

Consent and rights matter
We seek appropriate permission before using a person’s image, voice, performance or original work with AI. We will not knowingly use AI to imitate an identifiable person or reproduce protected work without the necessary consent or rights.

Responsible use of data
We handle personal, confidential and creative material with care. We do not knowingly submit sensitive content to AI systems without suitable permission and safeguards.

Transparency builds trust
Where AI plays a meaningful role in a production, we aim to explain its use clearly and accurately to audiences, partners and collaborators.

We remain accountable
Human members of our team review and take responsibility for the work we release. We continually assess our tools and practices as the technology—and the conversation around it—evolves.

Our goal is not to automate creativity, but to create new possibilities at the meeting point of live performance, digital technology and human imagination.

4. How to Raise a Concern

People can raise a concern by contacting:

Email: info@southpaw.org.uk Post: Sheepfolds Stables, Easington Street, Sunderland, SR5 1BA

To help us respond quickly, the following information should be included:

  • What happened

  • When it happened

  • Who was involved

  • What outcome they are seeking

We will acknowledge all concerns within 5 working days.

5. Our Process

Stage 1 – Informal Resolution

Handled by the relevant staff member or project lead. We will:

  • Listen and understand the issue

  • Offer a prompt explanation or solution

  • Record the concern

If the concern is not satisfied, you may request a formal review.

Stage 2 – Formal Concern

Handled by a senior manager or trustee. We will:

  • Acknowledge the concern within 5 working days

  • Investigate the issue, including speaking to those involved

  • Provide a written response within 20 working days

If more time is needed, we will explain why and give a new timescale.

Stage 3 – Trustee Review

If the the concern is not resolved, you may request a review by the Board of Trustees. The trustees will:

  • Re-examine the concern and the investigation

  • Provide a final written response within 30 working days

This is the final stage of the charity’s internal process.

6. If You Are Still Not Satisfied

If the concern about the use of AI relates to:

  • Fundraising — complainants may contact the Fundraising Regulator

  • Data protection — complainants may contact the Information Commissioner’s Office (ICO)

  • Serious governance concerns — complainants may contact the Charity Commission

We will provide contact details on request.

7. Safeguarding Concerns

Any concern involving:

  • A child

  • A vulnerable adult

  • A safeguarding risk

…must be escalated immediately to the Safeguarding Lead and handled under the charity’s Safeguarding Policy.

8. Confidentiality and Data Protection

We will:

  • Treat concerns confidentially

  • Share information only with those who need to know

  • Store concern records securely

  • Handle personal data in line with our Privacy Notice and UK GDPR

9. Anonymous Concerns

We will consider anonymous concerns, but our ability to investigate may be limited.

10. Unreasonable or Vexatious Concerns

We may restrict communication if a person raising the concern:

  • Repeatedly raises the same issue

  • Uses abusive or threatening language

  • Refuses to engage with the process

Any such decision will be approved by a trustee.

11. Learning and Improvement

We review concerns regularly to:

  • Identify patterns

  • Improve our services

  • Strengthen policies and procedures

A summary of concerns may be reported to trustees annually.

12. Review of This Policy

This policy will be reviewed every two years or sooner if:

  • Legislation changes

  • A serious complaint highlights a need for revision

Implemented 28th August 2026