Freedom of Information request — staff use of generative AI
Case reference FOI2026/00727
Received 6 July 2026
Published 3 August 2026
Request
Response
In accordance with section 1(1) of the Freedom of Information Act 2000 (FOIA), Oxford City Council (OCC) confirms that it holds information falling within the scope of your request.
1. Does your organisation have a formal written policy or guidance governing staff use of generative AI tools?
Yes. OCC has internal written guidance governing staff use of generative artificial intelligence tools.
2. If yes, on what date was it first adopted? Please provide a copy or a link.
OCC’s internal guidance was first introduced in March 2025.
OCC has not identified a final approved standalone policy document that can be provided with this response. The version located during the searches undertaken is a draft revision and does not represent a final approved replacement for the guidance currently in operation. Therefore, we have not attached that draft as its current approved policy.
For additional context, OCC’s published Artificial Intelligence Strategy sets out its broader approach to the responsible and ethical use of artificial intelligence, including governance, human oversight, data protection and information security. The published strategy also refers to OCC’s existing artificial intelligence policy, available through this link.
3. Which generative AI tools, if any, are formally approved or licensed for staff use?
The following tools are approved for staff use, subject to OCC’s conditions and approval arrangements:
|
Tool |
Approval position |
|
Microsoft Copilot free version |
Approved for staff use, subject to OCC’s guidance |
|
Microsoft Copilot Pro |
Licensed for selected staff where a specific need has been identified and approval granted |
|
Valon |
Approved, subject to the applicable conditions |
|
Extract AI |
Approved, subject to the applicable conditions |
The following tools have been considered by OCC’s Artificial Intelligence Steering Group but have not been approved:
|
Tool |
Position |
|
ChatGPT |
Not approved |
|
Adobe artificial intelligence add-in |
Not approved |
|
Canva artificial intelligence add-in |
Not approved |
4. Which generative AI tools, if any, are explicitly blocked or banned on your network or devices?
OCC’s internal guidance instructs staff not to use generative artificial intelligence tools for OCC work unless they have been approved by the Artificial Intelligence Steering Group.
Accordingly, tools that have not been approved, including ChatGPT, the Adobe artificial intelligence add-in and the Canva artificial intelligence add-in, are not authorised for staff use.
OCC has not identified a separate recorded list confirming which individual tools, if any, are technically blocked at network or device level. OCC’s recorded position is therefore based on its staff policy and approval arrangements rather than a confirmed list of technical network restrictions.
In accordance with section 16 of the FOIA, which relates to the duty to provide reasonable advice and assistance, OCC distinguished between tools that are approved for staff use, tools that are not authorised under its internal guidance, and tools that may be technically blocked on its network or devices. These are separate forms of control and should not be treated as interchangeable.
The published Artificial Intelligence Strategy provides further information about OCC’s governance arrangements and its approach to responsible artificial intelligence use.
If you disagree with any part of the response to your request, you are entitled to ask the Council for an internal review of the decision(s) made. You may do this by writing to the Monitoring Officer, by either email monitoringofficer@oxford.gov.uk – or by post to Monitoring Officer, Oxford City Council, Town Hall, St Aldate’s, Oxford, OX1 1BX. After the result of the internal review, if you remain dissatisfied, you may ask the Information Commissioner to intervene on your behalf. You may do this by writing to the Information Commissioner's Office, Wycliffe Lane, Wilmslow, Cheshire, SK9 5AF.
Yours sincerely,
Freedom of Information Officer
| Freedom of Information Team | Law & Governance | Oxford City Council | Town Hall | St Aldate’s | Oxford | OX1 1BX |
Documents
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