Terms of Reference

0. Introduction

1.1  Our Mission

Inform the ongoing approach to innovation, adoption, scaling, and regulation of AI to encourage collaboration between AI creators for the benefit of UK SME business growth.

1. Objectives

1.1 Purpose

To drive the growth, collaboration & right-sized policy in A.I in the United Kingdom.

1.2  Advocate SME Voices in Policy

Act as a voice for UK AI SMEs to influence and shape policy, regulation and strategic direction—fostering a vibrant AI ecosystem.

2.3  Forge Cross-sector Collaboration

Through creation of white papers promoted via our networks, we amplify our members’ perspectives in critical AI policy discussions, advocating for responsible adoption while highlighting economic growth and job creation benefits.

2.4 Enable Collaboration

Through our Alliance, we connect our members, fostering knowledge-sharing and partnerships that transform technological complexity into practical business advantage for UK businesses.

2. Membership

2.1 Eligibility

Membership is open to AI experts from across the SME community.

• Businesses using AI: Forward-thinking businesses across diverse UK sectors using AI to improve efficiency, create innovative products, and strengthen competitive positions.
• AI Product Companies: Innovative solution providers developing accessible, practical AI tools specifically designed for business needs and resource constraints.
• AI Implementation Partners: Service providers guiding businesses through the AI adoption journey—from strategy to implementation and optimisation.

2.2 Membership Application

Applicants must submit a membership application including details of their eligibility under the guidelines set by the Steering Committee. Acceptance of new members is subject to review and approval by the Steering Committee.

2.3 Rights and Responsibilities of Members

• Contribute knowledge, research, or expertise as appropriate to the Alliance’s objectives.
• Adhere to the Alliance’s Code of Conduct and these Terms of Reference.
• Support creation of proposals on key topics that represent SME challenges and opportunities.
• Focus where practical on positive communication regarding AI, job growth, and economic benefit.
• Participate in key discussions regarding emerging topics.
• Support queries from other members to help their growth (technical or non-technical).
• Engage in broader forums, bodies, and committees where practical, ensuring consistent core messaging.
• Share perspectives via PR, conferences, and social media where practical.
• Support and contribute to events run by the Alliance.

2.4 Resignation and Termination

A member may resign by providing written notice to the Secretariat. Membership may also be terminated by the Steering Committee for breach of these Terms of Reference or conduct deemed detrimental to the Alliance’s objectives.

3. Governance and Decision-Making

3.1 Steering Committee

The Alliance shall be governed by a Steering Committee comprised of one Chair, one Co-Chair, five Representatives, and a Secretariat. The Steering Committee shall be responsible for:

• Setting strategic objectives and ensuring effective operation of the Alliance.
• Reviewing and approving membership applications.
• Overseeing publication and knowledge-sharing policies.

3.2 Sub-Committees

The Steering Committee may establish sub-committees to manage specific projects such as publication oversight and compliance with legal or ethical standards.

3.3 Decision-Making

The Steering Committee shall make decisions by majority vote.

4. Knowledge Sharing and Publications

4.1 Principles for Knowledge Sharing

The Alliance commits to transparency, collaboration, and respect for each member’s input and intellectual property rights.

4.2 Authorship and Intellectual Property

All research outputs generated through the Alliance’s activities shall be subject to authorship and contribution criteria agreed upon by the members.

4.3 Intellectual Property Rights

Intellectual property rights (IPR) in research outputs shall reside with the original contributors unless otherwise agreed in writing. Publications arising from collaborative activities shall include appropriate attribution to all contributing members.

5. Meetings

5.1 General Meetings

The Alliance shall convene General Meetings bi-annually, with the date and time of each meeting communicated to members at least 30 days in advance.

5.2 Additional Meetings

The Alliance may on occasion decide to hold additional meetings, which may be arranged at shorter notice.

5.3 Steering Committee Meetings

The Steering Committee shall meet at least quarterly, with extraordinary meetings called as necessary.

6. Funding and Resources

6.1 Funding Sources

Funding will be drawn from members as an investment of goodwill where required. Future funding models will be defined as part of the Community Pillar group objectives and set out in their respective Terms of Reference.

6.2 Resource Allocation

The allocation of financial resources shall be approved by the Steering Committee, with annual budgets made available to all members for review.

7. Data Protection and Confidentiality

7.1 Data Protection

Members must adhere to the UK GDPR and all applicable UK data protection laws in handling and processing personal data.

7.2 Confidentiality

All confidential information shared within the Alliance shall be used solely for Alliance activities and must not be disclosed to third parties without prior written consent.

8. Liability

8.1 Member Responsibility

Members are responsible for the content they contribute, ensuring it is accurate, lawful, and does not infringe the rights of others.

8.2 Limitation of Liability

No member shall be held liable for the actions or conduct of another member. Each member participates in the Alliance in a personal or professional capacity and is solely responsible for ensuring their own compliance with applicable laws, ethical standards, and the Alliance’s Code of Conduct.

9. Dispute Resolution

9.1 Resolution Process

In cases of dispute between members, efforts shall first be made to resolve the issue amicably through negotiation.

9.2 Mediation

If unresolved, the matter shall be referred to an independent mediator mutually agreed upon by the parties.

10. Appendices

10.1 Appendix A: Code of Conduct

11. Contact Information

11.1 If you have any questions about these Terms and Conditions, please contact us at: [email protected]

Last updated: 30th October 2025