Responsible use of artificial intelligence
BDS uses AI to deliver better and faster advisory work — never at the expense of professional accountability, confidentiality or your control over your own material. Here is what you can rely on.
This policy describes how Business Development Services ApS (BDS) uses artificial intelligence in advisory work, bid work and development — and the limits we set for ourselves. It applies to all employees, freelance consultants and subcontractors working on BDS assignments.
The policy is public so that clients, contracting authorities and partners can see where we stand without having to ask. The binding terms are set out in BDS’ Standard Terms, sections 7-9, which form part of the agreement for each assignment. This policy restates them in short form and is not itself part of the agreement.
In short: we use AI as production support, not as the author. Everything you receive from us has been reviewed and professionally approved by a named consultant. Your material is not used to train general AI models.
BDS is a member of DI Rådgiverne (the Danish consultancy industry association) and of Managementrådgiverne (MR), both under the Confederation of Danish Industry (DI). We are therefore bound by the industry codes — including when we use AI. The codes are enforced by the associations, which can hear complaints about members’ conduct and, ultimately, expel a member.
The code commits us to using and developing AI solutions in a way that is ethically sound, complies with applicable rules, and promotes transparency and trustworthiness. It rests on three principles, which we translate into practice as follows:
| Principle of the code | What we do in practice |
|---|---|
| Ethically sound and fair Human rights and democratic values, fairness and inclusion, human autonomy, sustainability |
We assess the nature and sensitivity of the assignment before putting an AI tool on it. Decisions about people — selection, assessment, evaluation — are made by people. We do not use AI to profile individuals, and we decline assignments where a tool would be used to circumvent rules or mislead a contracting authority. |
| Compliance with law and guidelines Data protection, information security, IP rights, the client’s own policies, maintained competencies |
We use only tools whose data processing can be documented and where your policies can be complied with. Your restrictions on AI, cloud services or data processing are agreed before the assignment starts. Our consultants are kept up to date. |
| Transparency and trustworthiness Documenting where and how AI is used, clear information about limitations |
Where a specific tool is material to the assignment, it is stated in the engagement letter or the statement of work. You may at any time request in writing which material tools were used on your assignment. |
The guidelines apply to all our advisory work and commit us to acting professionally and with integrity, taking on only assignments we are qualified for, working loyally for the client’s legitimate interests with impartiality and fairness towards other stakeholders, and exercising discretion and confidentiality. AI changes none of this — the tool is ours, and so is the responsibility.
Where an industry code and our Standard Terms differ, the stricter obligation applies to BDS.
AI tools are used as decision and production support. They make research faster, drafts better and quality control more systematic. They do not replace the consultant.
All material delivered to you has been reviewed and quality assured by a named BDS consultant who is professionally responsible for the deliverable. Unchecked AI-generated output is never delivered. The use of tools does not change our responsibility for the deliverable.
At the same time, you should know the limits of the tools: AI output may contain errors, inaccuracies or statements that cannot be verified, and neither we nor the tool provider can guarantee that output is unique, complete or free of third-party rights. You therefore always carry out your own final review and approval of material used externally — including bids, applications and filings with authorities.
If you yourself modify, further process or reuse a deliverable — including with your own AI tools — our responsibility for the modified material ceases.
Your material may be processed in the tools used to the extent necessary to perform the assignment, within the following framework:
Restrictions notified late? Additional costs and time consequences of restrictions notified after the assignment has started are borne by the client. That is why we raise the question at the kick-off meeting.
Where we process personal data on your behalf, we enter into a data processing agreement under Article 28 GDPR before processing begins. The provider of any software or AI platform used is a sub-processor and must be approved in the data processing agreement before your personal data is processed in the platform.
You do not provide us with civil registration numbers, criminal record or child protection certificates, health data or other data covered by Articles 9 and 10 GDPR. CVs, certificates and similar material are cleared of such data before being sent. Where such data is exceptionally necessary, it is agreed in writing in advance.
We maintain appropriate and current technical and organisational security measures — access control, multi-factor authentication, encryption in transit and at rest, and logging of access to client material. Your material is kept separate from that of other clients. In the event of a security breach affecting your material, we notify you without undue delay.
BDS owns the rights to the methods, models, templates, tools, prompts, configurations and datasets developed or used in performing the assignment — including where these are created or supported using AI tools. You may not, without our written consent, use them outside the specific assignment, pass them to third parties, or use them to develop competing solutions.
Training material from BDS may not be used to train or fine-tune language models or other AI models.
As a rule we use the tools to produce deliverables ourselves — the assignment does not give you access to them.
If you or your employees are to have access to a software or AI platform that BDS owns, operates or provides, this happens solely on the basis of a separate addendum setting out the access model, users, permitted use, data that must not be uploaded, period, prices, support and the position on termination. The addendum is agreed in writing before access is granted.
If we implement AI tools in your own environment, you acquire and operate the solutions and licences yourself, and we do not warrant compatibility with your other systems or the operation of the solutions. This does not apply to solutions that BDS owns and operates and makes available to you as a service.
The parties’ roles under the AI Act — as provider and deployer respectively — are determined for each assignment.
We use AI tools in accordance with applicable law, including Regulation (EU) 2024/1689 (the AI Act) to the extent it applies, and the GDPR.
The policy applies internally too. For everyone working on BDS assignments:
Breaches of the policy are handled internally under the ordinary employment and contract rules.
A growing number of contracting authorities now require disclosure of, or limits on, the use of AI in bids. Where your assignment is linked to a tender or another process with such requirements, you are responsible for identifying them to us — and we contribute the information about the tools used that you need in order to meet them.
You are responsible for the accuracy of the information submitted in the bid, including the ESPD, references, key figures and support declarations. BDS does not make declarations or sign on your behalf.
Where the assignment is linked to a tender, we disclose before the assignment starts whether we have assisted the contracting authority in the matter or otherwise contributed to the tender documents, so that any conflict of interest can be handled openly.
The account of the codes given here is BDS’ own summary. The codes belong to DI Rådgiverne and Managementrådgiverne and are available via the links above. We are happy to send them on request.
The policy is reviewed at least annually, and whenever tools, rules or industry codes change materially. Changes are made at the same time to sections 7-9 of the Standard Terms, so that policy and contract stay aligned.
If you have questions about how we use AI on your particular assignment — or requirements from a contracting authority we need to allow for — tell us before we start.
Business Development Services ApS · Algade 64C, st. 3 · 4000 Roskilde · Danmark
CVR 27047408 · +45 7023 9467 · www.bdswins.com
Last updated 15 September 2026. The AI Policy describes our practice and is not itself part of the agreement. The binding terms are set out in sections 7-9 of BDS’ Standard Terms. In the event of discrepancy, the signed agreement documents prevail.