AI Controls & Oversight policy

AI Controls & Oversight Policy

Purpose

This policy establishes the principles, controls, and oversight mechanisms that guide the responsible development, deployment, and use of Artificial Intelligence (AI) at Anderson Quigley Limited UK (AQ) and Anderson Quigley MENA FZ-LLC (AQ MENA). The purpose is to ensure that AI systems align with our company values, comply with applicable laws and regulations, and uphold the trust of our stakeholders.

Scope

This policy applies to:

• All employees, contractors, and third parties using, developing, or procuring AI systems on behalf of AQ and AQ MENA.
• All AI systems that impact clients, candidates, employees, operations, or decision-making processes.

Guiding Principles

AI systems at AQ and AQ MENA must be:

1. Accountable – Responsibility for AI decisions remain with humans.
2. Transparent – AI use must be explainable and communicated in clear language.
3. Fair and Equitable – Systems must be assessed for bias and unintended harm.
4. Privacy-Respecting – Personal data used in AI must comply with data protection standards.
5. Secure and Reliable – AI must be robust, tested, and monitored against misuse or failures.

Governance and Oversight

• AI Governance – Managed and accountable at Board level to:
  • Oversee all significant AI initiatives.
  • Review proposals for high-risk AI use cases.
  • Approve policies, risk frameworks, and escalation procedures.
• AI Risk Classification
  • AI projects will be categorised as low, medium, or high risk based on impact on clients, candidates, employees, or compliance.
  • High-risk projects require AQ Board approval and ongoing monitoring.
• Regulatory Alignment
  • AQ and AQ MENA commits to aligning with applicable standards.

Controls

• Data Governance
  • All training and operational data must meet company standards for accuracy, security, and privacy.
• Model Development & Validation
  • Models must undergo pre-deployment testing for accuracy, fairness, robustness, and explainability.
• Human Oversight
  • Human review is required for critical decisions.
• Monitoring & Incident Response
  • AI systems must be continuously monitored for performance, bias, and unintended outcomes.
  • Issues must be reported through the company’s incident management process.

Roles and Responsibilities

• Employees – Must comply with this and any other AI policy and complete any AI compliance training.
• Managers – Ensure AI use in their teams follows approved controls.
• AQ Board – Provides oversight, risk assessment, and approval of AI projects.

Transparency and Communication

• AQ will communicate to clients, candidates, employees and stakeholders how AI is used in ways that may affect them.
• Public-facing materials will describe our AI governance approach.
• Internally, employees will receive regular updates and training on AI use and risks.

Enforcement

Violations of this policy may result in disciplinary action, up to and including termination of employment or contracts. Third-party providers that fail to comply may face contractual remedies.

Review

This policy will be reviewed annually by the AQ Board and updated as necessary to reflect changes in law, regulation, or company operations.