Keystone AI

For public-sector teams

AI tools for casework, with a named officer approving every reply.

For councils, NHS bodies, arm's-length bodies and central government teams handling correspondence, information requests and complaints against fixed deadlines. We work with your team to build tools that sort, draft and track each case. Each decision and every outgoing response stays with a named member of your team.

Book a free 30-minute call See our work

The call is free and carries no obligation. Afterwards we will send you a one-page note setting out what we would build, what it would cost and how long it would take.

Where the time goes

Casework that must meet statutory deadlines.

  • “FOI requests arrive by email, post and web form, and logging them uses up part of the 20 working days we have to respond.”
  • “Many requests ask for information we've already published, and we still write each response from scratch.”
  • “Correspondence waits while we decide which team should deal with it.”
  • “Drafts move through sign-off as email attachments, and nobody can see where each one has got to.”
  • “Some complaints take longer than our own policy allows.”

This is rule-based work that needs a record of every step. Well-built tools can do the sorting, searching and first drafts, and the judgement stays with your team.

What we'd build

Tools that keep casework moving, with a record of every step.

FOI request handling with named sign-off

Requests are logged as they arrive, with the statutory deadline calculated, any already-published information found, and a draft response prepared that shows its sources.

A named officer approves or rewrites every response, and each request carries a complete record from receipt to reply.

Sorting correspondence, with draft replies

Incoming letters and emails are classified by subject and urgency, then sent to the right team with a draft reply in your house style.

Correspondence reaches the right desk on the day it arrives, and the team starts from a draft.

Complaints tracking

Each complaint is logged against the stages and timescales in your policy, with reminders before each deadline and a draft response for the handling officer.

Managers can see where every case stands, and fewer complaints run past the dates your policy sets.

Governance documentation, ready to approve

Each tool comes with a DPIA-ready description of its data flow and the information the Algorithmic Transparency Recording Standard asks for.

Your data protection, security and transparency leads receive what they need to review it.

Behind it

Over twenty years of delivery for large, regulated organisations.

Keystone AI is backed by more than twenty years of full-stack development and technical leadership, including delivery for:

the NHSLloyds Banking GroupRoyal Bank of ScotlandCoca-ColaNintendoSainsbury's

That was web development and technical delivery in organisations where systems had to be secure, accessible and signed off before they reached the public. It sits alongside experience of writing for the UK civil service: the tone, the sign-off chains and the records that go with them.

You can see our current work for yourself: websites that contracting firms use every day, and a quotation tool being tested on real jobs.

See the case studies →

Our commitments

What you can expect from us.

  • A fixed price, agreed in writing before any work starts.
  • You deal directly with the person who builds your website or tool, from the first call until it is finished.
  • You own everything we build for you: the website, the online accounts it uses and your data.
  • We stay involved for the first few weeks of everyday use, making changes until it works well for you.
  • We take on only a few projects at a time, so each one receives our full attention.
  • A named member of your team approves each decision and every outgoing response.
  • A full audit trail: who did what, when, and on what information.
  • Every draft shows its working, citing the records and sources it used.
  • Data stored and hosted in the UK. We tell you which AI model provider is used and where it processes data, for your approval.
  • A DPIA-ready description of how data moves through the system.
  • Built to WCAG 2.2 AA, the accessibility standard UK public-sector websites and apps must meet.
  • Designed in line with the Artificial Intelligence Playbook for the UK Government, the Technology Code of Practice and the Service Standard, and documented for the Algorithmic Transparency Recording Standard.

Before you ask

Questions public-sector teams ask first.

  • We already use Microsoft Copilot. Why would we need you?Copilot helps one person with a task they start themselves, such as drafting a reply or summarising a document. The casework on this page runs across a team. A request arrives, the deadline is calculated, the right team is found, a draft is prepared from your records and a named officer signs it off. Copilot can be part of that. We design the process around your casework rules and test it on your own examples before it goes live. We also provide the records your data protection and transparency leads need.
  • Does the AI make decisions?No. It sorts, searches and drafts. A named officer approves each decision and every response before it is sent, and the record shows who approved what.
  • Where is our data held?Stored and hosted in the UK. Before anything is built, we set out which AI model provider is used, where it processes data and on what terms, for your data protection officer to approve.
  • Can you support our DPIA and transparency record?Yes. Each tool comes with a description of its data flow, ready for your DPIA, and the information the Algorithmic Transparency Recording Standard asks for.
  • Can we start small?Yes. A single process, such as one team's FOI requests, makes a good first step. The note after the call puts a fixed price and timescale on it.

Next step

Tell us which process comes closest to missing its deadlines.

On a free 30-minute call we will ask how the process works now, who signs off and where it slows. Within two working days we will send you a one-page note: what we would build, the fixed price and the timescale.

Book a free 30-minute call

or email hello@keystoneai.ltd