OJM Businesses AI Policy
Effective Date: 25/01/2026
Overview
OJM Businesses — including OJM Web Design and OJM IT & Admin Solutions — recognizes the value of Artificial Intelligence (AI) in improving client services, enhancing operational efficiency, and supporting innovation.
This policy sets out how we responsibly implement, manage, and monitor AI technologies. Our commitment is built on transparency, ethics, privacy, and trust.
1. Scope of AI Use
AI may be used across OJM Web Design and OJM IT & Admin Solutions to enhance workflows and deliver higher‑quality services. Current and potential AI applications include:
OJM Web Design
- Automated design suggestions and layout optimisation
- AI‑powered SEO recommendations
- AI-assisted website performance and accessibility analysis
- Image compression and optimisation
OJM IT & Admin Solutions
- Automated data sorting, document processing, and admin workflow support
- Predictive maintenance insights for IT systems
- AI-driven cybersecurity threat detection
- Chat‑based support tools for routine enquiries
AI will only be used to enhance client outcomes — never to replace human oversight or personalised service.
2. Ethical Use of AI
OJM Businesses ensures that all AI systems are used ethically and in alignment with UK and international standards.
Transparency
Clients will always be informed when AI tools are used within a project or service.
Privacy
We comply with all relevant data protection laws, including GDPR.
AI systems are designed to respect user privacy and minimise personal data use.
Fairness & Non‑Discrimination
Our AI models and tools are periodically reviewed to identify and reduce potential bias related to:
- race
- gender
- age
- disability
- or any protected characteristic
We prioritise fairness in every AI‑assisted output.
3. Data Handling and Privacy
AI tools often require data to operate effectively. OJM Businesses commits to the following:
Data Collection
We only collect data necessary for the service being delivered — for example:
- design preferences
- website usage patterns
- technical logs for IT systems
- metadata associated with uploaded files
Data Storage
All data is securely stored using industry‑standard encryption and access controls.
Data Usage
Data used for AI services:
- is only processed for client‑related purposes
- is not sold or shared with third parties
- is never used for marketing without explicit consent
4. AI Accountability
OJM Businesses retains full responsibility for all AI-generated outputs.
Human Oversight
AI may assist, but humans make all final decisions — including design approvals, technical configurations, or admin actions.
Regular Audits
We routinely audit all AI tools for:
- accuracy
- fairness
- reliability
- security
Feedback Process
Clients are encouraged to report concerns or unusual AI behaviour.
All feedback is reviewed and used to improve our systems.
5. Security of AI Systems
We prioritise the security of all AI-driven technologies.
Security Protocols
Our AI systems are protected by:
- encryption
- firewalls
- secure access management
- routine penetration testing
- continuous monitoring
Incident Response
If an AI-related security incident occurs:
- affected clients will be notified
- risks will be mitigated promptly
- systems will be updated to prevent recurrence
6. Client Consent
Before enabling AI in any project, OJM Businesses will:
- Inform clients of which AI tools are used and why
- Allow clients to opt out, where possible
- Explain both the benefits and any foreseeable risks
- Ensure clients have clarity and control over their data
7. Continuous Improvement
The AI industry evolves rapidly. OJM Businesses is committed to staying up to date through:
Staff Training
Team members receive regular training on AI ethics, best practices, and new technologies.
Expert Collaboration
We work with external specialists when necessary to ensure compliance and optimisation.
Regulatory Awareness
As laws change, our policies and systems will adapt to maintain compliance with:
- UK laws
- GDPR
- emerging AI governance frameworks
8. Review and Updates
This AI Policy is reviewed annually, or sooner if technology, law, or internal procedures change.
Clients will be notified of any significant revisions.
Contact Information
For questions, concerns, or feedback regarding this AI Policy, please contact: