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Clause 4.4 (explainability) means a client can ask for written information about the AI systems used on their work. Section 8 of your disclosure statement promises it. guardbook compiles the answer from records you already keep.

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What the explanation covers

For each AI system on your Tool Register, five things:
  1. The type of AI system
  2. Basic ways of working and limitations
  3. Due diligence carried out before use, from your signed supplier due diligence
  4. How relevant risks are identified and managed, from your Risk Register
  5. Decisions made about the reliability of output, from your Oversight Log
Where nothing has been recorded for one of these, the explanation says so. guardbook never fills a gap with invented detail, because a made-up answer cannot satisfy the clause.

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Giving an explanation

1

Open Client Explanations

On Client Disclosures, choose View the written explanation for each AI system.
2

Choose the client

Enter the client reference you use in the Oversight Log and choose Show explanation. Reliability decisions are shown only for that client’s work. Decisions about other clients are never included.
3

Send it

Copy the explanation for the systems used on their work into a letter or email.
4

Record that you gave it

Choose Record as given under each system you explained. It goes into the audit trail.

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Before you rely on it

If a system has no signed supplier due diligence, guardbook warns you under that system. Complete it before you give the explanation to a client, so item 3 has something real behind it. The explanation is only as good as your records. Use the same client reference in the Oversight Log every time, or the reliability decisions for that client will not be found.