At Community Foundation Wales (CFW) we recognise that Artificial Intelligence (AI) can offer significant opportunities, from improving organisational efficiency to supporting clearer and more accessible communication. We are committed to using AI technologies responsibly, ethically, and transparently, always ensuring that the needs and voices of our communities come first.

As a values-led organisation working with communities across Wales, we believe it’s important to be clear about how emerging technologies are used in our work and how we protect trust, fairness, and human judgment.

We also recognise the importance of evolving our ways of working and engaging with new tools responsibly, so that we can continue to serve communities effectively in an ever changing world.

What is AI?

Artificial Intelligence refers to computer systems that can perform tasks that typically require human intelligence, such as understanding language, analysing data, recognising patterns, and generating content.

How we use AI

Our use of AI is primarily supportive and assistive, rather than used operationally or for decision-making. We use AI tools to help us work more efficiently and effectively, including:

• Administrative support: Automating routine tasks to free up staff time for meaningful community work
• Data analysis: Identifying trends and insights to better understand community needs
• Content creation: Supporting the development of reports, communications, and presentations
• Research: Enhancing our understanding of issues affecting Welsh communities

All AI-assisted outputs undergo human review before being shared externally or used in decision-making. Staff using AI tools receive guidance on appropriate use, and outputs are checked for accuracy, tone, and potential bias.

All funding decisions are made by people, not algorithms. Our grant-making process maintains the personal, relationship-based approach that has always defined our work.

We do not rely on AI outputs as final sources of information and check facts, figures, and references before use.

AI in communications and engagement

As noted, we may use AI tools to support our communications and engagement work, including:

• Drafting or refining plain-language content for reports, websites, and internal documents
• Improving accessibility, such as simplifying complex information or supporting alternative formats
• Assisting with translations, summaries, or subtitles, alongside human review
• Supporting idea generation, structure, or editing for presentations and campaigns

All communications content supported by AI is reviewed, edited, and approved by staff to ensure it is accurate, appropriate, inclusive, and reflects our organisational voice and values.

We do not use AI to replace lived experience, community voice, or professional judgment in our storytelling. We also don’t use AI to create or simulate images of the communities or individuals we work with.

Stories, case studies, and public messages are grounded in real people, real communities, and real impact.

What we don’t use AI for

We do not use AI to:

• Make final decisions on grant applications or funding allocations
• Replace human judgment in decisions affecting people or organisations
• Process your personal data without appropriate safeguards and your knowledge
• Determine who receives funding or how much they receive

Risks and responsibilities

We take seriously the risks associated with AI: potential inaccuracies, impacts on data privacy, and environmental impact. We mitigate these risks through internal guidance, proportionate use of AI tools, review of outputs, and ensuring AI is only used where it adds clear value. We maintain internal policies that reflect current legal standards and ethical expectations.

As noted, we are also mindful of the environmental impact of digital technologies and aim to use AI tools responsibly and efficiently, avoiding unnecessary or excessive use.

When AI supports our communications, we take care to ensure it reflects the real experiences of people and communities accurately and respectfully.

Our principles

When using AI, we are guided by these core principles:

1. People first

AI supports our work but never replaces the human relationships, empathy, and local knowledge that are essential to effective community philanthropy. People, not technology, remain at the heart of everything we do. As an organisation that supports creative practice, we are also mindful that AI should not be used in ways that undermine human creativity, artistic practice or original expression.

2. Transparency

We are open about when and how we use AI. We communicate clearly about our approach to AI and the types of processes where AI tools may be used to support our work.

3. Fairness and equity

We actively work to ensure AI tools do not introduce bias or discrimination. We regularly review our use of AI to ensure it promotes fairness and supports all Welsh communities equitably.

4. Data protection

We take your privacy seriously. Any use of AI fully complies with UK data protection laws. We do not share your personal information with AI systems without appropriate safeguards, and we only use data that is necessary for our work.

5. Human oversight

All AI outputs are reviewed by trained staff. We maintain accountability for all decisions and content, whether or not AI tools have been used in their preparation. This includes all external communications, publications, and public-facing content.

For grant applicants

In the context of funding applications, CFW encourages applicants to use AI tools as supportive aids to improve clarity or accessibility, but not as a replacement for authentic content grounded in real community insight and organisational expertise.

If you are applying for funding from CFW:

• All funding decisions are made by people not algorithms. AI does not play a decision-making role in funding outcomes, and your application will always be read by people.
• AI may help us process data (such as identifying trends across applications), but humans make all funding decisions.
• Your personal information is protected. We handle your data in accordance with UK data protection laws.
• You can ask questions. If you have concerns about AI use in our processes, please contact us.

Using AI in your application

We understand that many organisations now use AI tools to help with writing and administration. If you choose to use AI in preparing your funding application:

• You remain responsible for the accuracy and quality of your application
• AI-generated content should be reviewed and personalised to reflect your organisation’s genuine voice and circumstances
• Be honest and accurate. Do not use AI to create false or misleading information
• We assess your organisation and project, not your writing style, so don’t worry if you’re not a professional writer

We welcome applications from all organisations, regardless of whether you use AI tools in their preparation.

For donors and partners

• AI helps us work more efficiently, allowing us to dedicate more time to building relationships and supporting community impact
• We use AI in ways that align with our charitable mission and values
• Your data and information are protected in accordance with all relevant laws and our own high ethical standards
• We maintain the personalised service and human touch that defines our approach to philanthropy
• When AI supports our communications, it helps us work more efficiently, but our messages always reflect human judgment, organisational accountability, and our commitment to authentic community voice.

Our ongoing commitment

Our approach is rooted in fairness, accountability and inclusivity. As AI technologies evolve, we will continue to monitor, update, and refine our practices to ensure that we leverage innovation while safeguarding trust, quality, and community value. We regularly review our AI use to ensure it:

• Serves our mission and values
• Protects the interests of all stakeholders
• Reflects best practice and legal requirements
• Maintains the trust placed in us by Welsh communities

Oversight of our use of AI sits with the senior management team and is supported by internal policies and review processes.

We will continue to update this statement as our use of AI evolves, and we welcome feedback from our community.

Last updated: August 2026

Questions and concerns

We are committed to being open about our use of AI. If you have questions or concerns, please contact us:

Email: info@communityfoundationwales.org.uk
Phone: 02920 379580
Address: First Floor, Hastings House, Fitzalan Place, Cardiff, CF24 0BL