Motion Software’s Commitment to the Responsible and Ethical use of AI
Useful technology should support good judgement, not try to replace it.
Motion Software may use artificial intelligence (AI) to make both our product and our processes more helpful and efficient. Within our solutions, where a competent person is required, that requirement remains unchanged. AI may assist that person, but it will not replace their expertise, judgement or responsibility.
Our position
| Principle | What it means |
|---|---|
| People remain responsible | AI can provide support or suggest information, but decisions and approvals remain with an appropriately competent person. |
| Use should be proportionate | We consider the purpose, data and potential impact before using AI. The greater the potential impact, the stronger the review and controls. |
| Current EU AI Act position | Motion does not currently develop, deploy or use AI systems classified as ‘high-risk’ under the EU AI Act. We assess proposed use cases before introduction and will review this position if our activities or the law change. |
| Clear and trustworthy | We use AI only where it is relevant, appropriate and secure, and where its role can be explained clearly. |
EU AI Act reference: Regulation (EU) 2024/1689 of the European Parliament and of the Council of 13 June 2024, known as the Artificial Intelligence Act.
How AI is in use
- Help our support teams find relevant product and support information more quickly.
- Help draft clear responses to customer questions, with a person checking accuracy, relevance and tone before they are sent.
- Summarise support history or technical information so our teams can understand an issue more quickly.
- Identify recurring support themes and product trends so we can improve our software and guidance.
- Make it easier to find, organise or understand information within our products.
- Highlight patterns or trends that a person can review and act on where appropriate.
- Support software development, testing and documentation in controlled environments.
What AI will not replace
Motion’s software supports the compliance & inspection process. It does not remove the need for a competent person. We will not use AI to:
- Carry out a statutory inspection or present AI as the competent person responsible for it.
- Decide on its own whether an asset, system or site is safe, compliant or has passed an inspection.
- Approve, sign off or certify a statutory inspection or compliance outcome on a customer’s behalf.
- Replace professional or engineering judgement, or make safety-critical, legal, regulatory or operational decisions.
- Rely on a fully automated decision where the outcome could materially affect a customer, safety, compliance or a regulated activity.
- Send substantive technical or customer-support advice without appropriate human oversight.
- Put customer-confidential, personal, security-sensitive or operational data into public or unapproved AI tools.
- Circumvent security controls, licensing terms, procurement processes or supplier approval.
- Create misleading, discriminatory, deceptive or unauthorised content or commitments.
How we keep AI use responsible
- Approved tools and environments, with access and security controls appropriate to the data and use case.
- Assessment and approval of new AI tools and material use cases before they are introduced.
- Data minimisation, confidentiality controls and a Data Protection Impact Assessment where required.
- Human review and validation of AI-assisted outputs before use, with stronger controls for customer-facing and regulated work.
- Traceability for material AI use, including the purpose, tool and reviewer where appropriate.
- Ongoing monitoring, staff training and periodic review as technology, risks and regulation evolve.
What this means for customers
We remain responsible for the software and services we provide. Our customers remain responsible for their inspections, the competent people they appoint and the decisions made from inspection findings.
AI may help our support teams respond more quickly and consistently, but it does not own the answer or the outcome. All customer-facing responses are subject to appropriate human review. If AI materially shapes a feature, output or customer experience, we will apply appropriate oversight and explain its role where relevant. Customers can ask to speak to a person whenever the issue requires human judgement or further reassurance.
Lynne Reeves – Managing Director