Responsible AI Policy

Last updated: 28 July 2026

At Baseflare Solutions Ltd ("Baseflare", "we", "us"), we are committed to the responsible development and deployment of artificial intelligence. This policy outlines how we use AI within CasePilot and our commitments to transparency, fairness, and human oversight.

How CasePilot Uses AI

CasePilot uses AI and machine learning services to assist mortgage brokers with document verification. Our AI capabilities include:

  • • Document classification identifying document types (payslips, bank statements, passports, tax documents) from uploaded files.
  • • Text extraction reading and structuring data from PDFs and images using optical character recognition (OCR).
  • • Validation checks cross-referencing extracted data against lender criteria and identifying potential discrepancies.
  • • Completeness assessment determining whether a case submission has all required documentation.

Human Oversight & Decision-Making

CasePilot is designed as an assistive tool, not a decision-maker. We believe that consequential decisions about mortgage applications must remain with qualified professionals.

  • ✓ AI outputs are presented as suggestions and flags for human review, never as final decisions.
  • ✓ Mortgage brokers retain full responsibility for all lending decisions and case submissions.
  • ✓ All AI-generated assessments can be overridden by the user at any stage of the process.
  • ✓ We clearly distinguish between AI-generated content and verified factual data throughout the platform.

Accuracy & Limitations

AI and machine learning models generate outputs based on patterns in data. While we strive for high accuracy, we acknowledge that:

  • • AI outputs are probabilistic and may occasionally produce incorrect classifications or miss discrepancies.
  • • Document quality (scans, photos, handwriting) can affect extraction accuracy.
  • • Users should always verify AI-generated results before submitting cases to lenders.

We continuously monitor and improve our AI systems to maximise accuracy and reduce errors.

Data Privacy & Security

We take the privacy and security of customer data seriously:

  • ✓ No data retention for model training documents processed through CasePilot are not used to train or improve AI models.
  • ✓ Tenant isolation each customer's data is logically and physically separated from other tenants.
  • ✓ UK data residency all data is processed and stored within AWS EU (London) region.
  • ✓ Encryption data is encrypted at rest and in transit using industry-standard protocols.
  • ✓ Access controls strict role-based access ensures only authorised personnel can access customer data.

Prohibited Uses

CasePilot must not be used:

  • ✗ To make automated lending or credit decisions without qualified human review.
  • ✗ To discriminate against individuals based on protected characteristics.
  • ✗ To fabricate, alter, or misrepresent document content or verification results.
  • ✗ To process documents without appropriate consent from the data subject.
  • ✗ To circumvent regulatory requirements or compliance obligations.

Fairness & Bias Mitigation

We are committed to ensuring our AI systems treat all users and data subjects fairly:

  • • Our document verification processes are designed to be objective and consistent regardless of applicant demographics.
  • • We regularly review AI outputs for potential bias in classification and validation results.
  • • Where bias is identified, we take prompt corrective action.

Regulatory Compliance

CasePilot is designed to operate in compliance with applicable UK and EU regulations, including:

  • • UK General Data Protection Regulation (UK GDPR)
  • • Data Protection Act 2018
  • • EU Artificial Intelligence Act (where applicable)
  • • FCA guidance on the use of AI in financial services

Users are responsible for ensuring their own use of CasePilot complies with all applicable laws, rules, and regulations, including those specific to their regulated activities.

Transparency & Accountability

We believe in being open about how our AI works:

  • ✓ We clearly indicate where AI is being used within the platform.
  • ✓ Verification results include confidence indicators where applicable.
  • ✓ We maintain audit trails of AI-assisted verification decisions.
  • ✓ This policy is reviewed and updated regularly as our technology and the regulatory landscape evolve.

Contact Us

If you have questions about our Responsible AI practices, please contact us at hello@baseflare.co.uk.