Response 4110729

Response to request for information

Reference

4110729

Response date

6 October 2026

Request

I am writing to request information under the Freedom of Information Act 2000 concerning the use of AI agents, custom AI assistants and similar generative AI tools within the authority.

1. Scope and definition. For the purposes of this request, an AI agent or custom AI assistant means a configurable or purpose-built system using artificial intelligence, including generative AI or large language models, which has been created, configured or deployed to perform a defined task, provide assistance, process information, generate or recommend outputs, or support a business process. This should be interpreted irrespective of technology provider and includes, but is not limited to:
   • Microsoft Copilot Studio agents, custom Copilots and similar Microsoft AI agents;
   • custom GPTs, assistants or equivalent tools using OpenAI technology;
   • Google Gemini Gems, agents or custom assistants;
   • Amazon Web Services (AWS) AI agents or assistants;
   • agents or assistants created using other commercial AI platforms;
   • internally developed AI agents, assistants, chatbots or applications using large language models or generative AI.

This request does not include standard, unconfigured access to a general-purpose AI assistant where no custom agent, instructions, knowledge source, workflow or purpose has been created by or for the authority.

2. Information requested. Please provide a list of all AI agents or custom AI assistants within the scope above that the authority holds recorded information about and which, at the date of this request, are deployed, published, available to users, in testing/pilot, or otherwise present within the authority's managed technology environment. Where the information is held, please provide for each agent/assistant:
   • Name/title of the agent or assistant.
   • Description/purpose recorded for the agent.
   • Instructions/system prompt or equivalent configuration instructions defining how the agent is intended to behave or what tasks it performs.
   • Technology/platform used, for example Microsoft Copilot Studio, Azure AI, OpenAI, Google Gemini, AWS or another platform.
   • Status, where recorded, for example development, testing/pilot, deployed/published, inactive or disabled.
   • Business area/service, where recorded.
   • Whether it is intended for internal staff use, public/resident use, or both, where recorded.

I am seeking the information as it is already held by the authority. I am not asking the authority to conduct a new assessment of each agent or to create information that is not already recorded.

In accordance with section 1(1)(a) of the Act, please confirm whether the authority holds information within the scope of this request. If any part of the request cannot be answered in full, whether because of the cost limit, an exemption, or because some fields are not recorded, please still confirm whether information of each type requested is held, and indicate which parts of the request are being withheld or are not held, so that I can understand the extent of the information that exists.

Where the relevant platform provides a central administrative inventory, register, export or report containing this information, I would be happy to receive that existing export/report in its native or machine-readable format (for example CSV or Excel), subject to any necessary redactions.

For clarity, I am interested in agents created by individual users or teams as well as those developed or commissioned centrally, where these are visible to the authority through its centrally managed enterprise technology environment or are otherwise recorded by the authority.
Where an agent's instructions, description or other requested information contains personal data, credentials, security-sensitive information or other information considered exempt from disclosure, please redact the exempt information and provide the remainder where possible.

If the authority considers that complying with the request in full would exceed the appropriate cost limit under section 12 of the Freedom of Information Act, please provide advice and assistance under section 16 as to how the request could be refined while retaining, as far as possible, the requested inventory of AI agents/assistants and their recorded descriptions and instructions.
I request the information electronically and, where an existing structured export is available, in CSV or Excel format.

Response

Please see follow the link to our responses spreadsheet.