Governance – guidelines we follow

VELUX FOUNDATION may use functionalities that incorporate artificial intelligence and similar technologies (“AI”) to support the efficient preparation and processing of incoming grant applications, as well as for other administrative purposes.

AI is not used in the Foundation’s final decision-making processes regarding the allocation of grants. All such decisions are made manually by the Board and relevant working groups, panels, or committees within the Foundation. Likewise, AI is not used in recruitment processes.

The Foundation has implemented the following principles for the use of AI:

Responsible and Deliberate Use of AI
The Foundation uses AI solely to effectively fulfil its philanthropic objectives. A precautionary approach is applied to the use of AI, meaning that AI will not be used if there is any doubt as to whether its use may conflict with the Foundation’s purpose and interests or the safety and rights of applicants or other individuals.

The Foundation is particularly attentive to ensuring that employees and management maintain a critical approach to the use of AI, and that AI-generated materials and data are never used without human oversight and validation.

Internal procedures and guidelines have been established to govern the Foundation’s use of AI. The Foundation ensures that all employees possess the necessary level of AI proficiency to operate its AI systems safely.

The Foundation continuously evaluates its AI practices and systems and adjusts internal procedures and guidelines as necessary to ensure appropriate use.

Transparency
The Foundation uses AI in a transparent manner. Where information or material has been substantially generated or processed using AI, this will be disclosed in the Foundation’s internal and external communications.

Security and Ethics
In using AI, the Foundation seeks to maintain a high level of security and operates exclusively within the framework of applicable EU and national legislation, and in an ethically responsible manner. Emphasis is placed on ensuring that AI is not used in ways that contribute to or perpetuate discrimination, stereotyping, bias, or other forms of unjustified differential treatment.

The Foundation also places strong emphasis on the protection of confidential information, intellectual property rights, and privacy.

Data Protection
The Foundation’s use of AI is conducted in compliance with the General Data Protection Regulation (GDPR) and in accordance with its privacy policy for grant applicants and its internal data protection guidelines.

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If you have any questions regarding our AI policy, please feel free to contact us at info@veluxfonden.dk

In our communication, we aim to be transparent about our processes and open about our strategies, activities and grants.

The primary goal of VELUX FOUNDATION’s communication activities is to disseminate knowledge about results and initiatives and thus offer inspiration for better solutions to the societal challenges addressed by the foundation strategy. Additionally, we seek to raise awareness about the possibilities for relevant applicants to obtain grants.

VELUX FOUNDATION is happy to participate in interviews and provide comments on strategy and operations, but we prefer that grantees, their projects, agendas and results are the main focus.

We strive to proactively communicate the foundation’s work through relevant channels, and offer timely, responsive service to the media and other stakeholders.

• Based on VELUX FONDATION's vision of contributing to a democratic and sustainable society on an informed and inclusive basis, it is natural for the foundation to interact with the outside world from an independent position.
• Particularly within the foundation's four defined grant areas and the vision initiative, there will be an impact on societal development through a number of grants, activities and collaborations. 
• The foundation provides a framework to promote dialogue and pioneering collaborations on opportunities and contributions to solutions to current and future societal challenges.
• The foundation encourages grant holders to disseminate the results of funded projects in order to include them in relevant dialogues to contribute with information and knowledge.
• The Foundation contributes to think tanks to ensure that research, knowledge and initiatives reach the right stakeholders to help ensure that discussions and decisions are based on knowledge.

We aim to ensure transparency in our daily work,not least in the area of impartiality and our relationships with applicants, partners, suppliers etc.The foundation board has therefore adopted a set of principles and guidelines to ensure that both board members, management, employees and external experts adhere to common practices regarding impartiality.

In short, the following applies:

• Board members and secretariat staff may not participate in the reviews of cases where they have a conflict of interest.
• Board members and secretariat staff will actively recuse themselves on a case-by-case basis if there is a relationship with an applicant or an external expert. Thus, they do not participate in the processing and decision-making of such cases.
• The board decides which cases should be further processed and approved. Management and senior advisers participate in the application review.
• External experts assisting with the professional assessment of applications are asked each time to clarify whether they are impartial in relation to specific applications.