When an organisation asks about AI
How to use your HPF declaration alongside an organisation’s own AI-disclosure questions or forms.
This guide creates no additional requirements. Classification and declaration requirements are defined by the HPF Taxonomy; where a declaration has been issued, apply the version identified in it. The organisation’s rules, definitions and decisions remain its own.
1. Understand the organisation’s question
Read the organisation’s current definition, scope and instructions before answering.
Check:
- Definition: What kinds of AI, tools or output are covered?
- Scope: Does the question concern the finished work or the wider project?
- Timing: Is the answer required at application, before use, submission, completion or delivery?
- Consequence: Does disclosure provide information, trigger further review, require approval or affect eligibility?
The question may extend beyond the finished production to development, applications, production processes, marketing or unused material. It may also require notice or approval before an AI use takes place.
AI-disclosure requirements differ in their definitions, scope, timing and consequences. The fragmented state of AI disclosure in film reports the underlying HPF review.
If the wording is unclear
Terms such as “support tool”, “creative content” or “substantial use” may not give a clear answer for every workflow. Identify the ambiguity, then ask the organisation whether the particular function or output is covered and what follows from disclosure. Do not assume that an HPF classification resolves how another organisation’s policy applies.
2. Use your HPF declaration
An HPF declaration gives recipients a common account of the finished production. Use it for the finished-work parts of the organisation’s question, and answer anything else the organisation asks separately.
| Use the HPF declaration for | Answer separately if requested |
|---|---|
| The production and the released version covered | Proposed or process-only uses, and uses outside the finished production |
| The HPF classification of the finished work | Notice or approval before an AI use |
| The factual summary of what the AI did and what output reached the finished work, where in-scope AI output is present | Rights, consent, credits or performer-specific information |
| The declaring party and the date | Eligibility, approval or supporting evidence |
| The HPF standard version applied | Tools, suppliers, workflow detail or production records |
An HPF declaration describes AI output in a named released version. An organisation asking about AI use at any stage of production may need additional information. It keeps its own policy and may ask further questions, and a declaration does not complete the organisation’s form on its own.
A No AI Used classification means that no in-scope AI output is present in the finished production. It does not mean that AI was not used anywhere in the wider project.
3. Complete the rest of the question
Use the factual summary from your HPF declaration wherever it answers the organisation’s question, then add the further information the organisation requests at the level of detail it asks for. If it asks for tool names, give them alongside the summary: a tool name alone does not say what the AI did or what output reached the released version.
The items in the right-hand column above sit outside the HPF declaration. They may still matter to the organisation’s own policy or decision, and the organisation decides what it needs. An HPF classification does not determine lawfulness, rights, consent, approval or eligibility.
4. Submit and keep the records aligned
Complete the organisation’s required question or form. Where supporting material is accepted, attach or reference the HPF declaration and identify the production and version it covers.
A later released version, such as a new cut or a substantively localised version, has its own declaration, even where the facts repeat. Follow any correction or resubmission process the organisation requires. Keep the completed form and the corresponding declaration together, and check that both refer to the same version.
The HPF declaration provides the finished-work provenance record. The organisation’s own form and policy remain authoritative for any additional information or decision.