Ethical AI checklist for NFP boards

1. Privacy, data protection and transparency

☐ Have we assessed whether AI tools could expose sensitive client, staff or organisational data?

☐ Do we have clear rules about what data can and cannot be entered into AI systems?

☐ Have we developed a plain-language statement for stakeholders about how AI tools are used and how data is handled?

☐ Have we considered how our intellectual property could be stored, shared or used by AI tools?

2. Environmental impact

☐ Do we understand the environmental impact of the AI tools we are using or planning to use?

☐ Have we considered lower-impact or more sustainable AI alternatives?

☐ Have we weighed productivity or efficiency gains against the climate cost of AI, especially for vulnerable communities?

3. Equity, inclusion and human-centred use

☐ Are human judgement and lived experience prioritised when using AI in decision-making?

☐ Are we clear about whether AI is being used to replace tasks that would otherwise be done by people, and why?

☐ Have we assessed the risk that AI might unintentionally disadvantage certain groups or communities?

☐ Are marginalised voices included in decisions about how AI is used?

4. Staff capability and support

☐ Have we provided or planned for training and support for staff and volunteers to use AI responsibly?

☐ Are we accommodating staff who are not ready or able to use AI tools?

☐ Have we considered whether any roles or teams will be negatively impacted by AI, and planned accordingly?

☐ Are we introducing AI in a way that reduces pressure, rather than increasing workload?

5. Governance and organisational strategy

☐ Do we have an AI acceptable use policy in place?

☐ Does our policy clearly define what tools are approved, what data can be used, and who is responsible for oversight?

☐ If we choose not to adopt AI, have we documented that decision and ensured it applies consistently across the organisation?

☐ Do we understand how AI used by partners, government or funders could affect our clients, services or compliance?