Overview & purpose

Transparency and accountability are dual pillars of trustworthy AI. Under ISO/IEC 42001, organisations must document and disclose information about how their AI systems function and make decisions. The EU AI Act requires providers of high-risk AI to offer clear, complete, and meaningful information for users, auditors, and regulators.

Legal & ethical foundations

• EU AI Act Articles 13 & 52: Mandate information transparency, explainability, and disclosure to affected persons.
• ISO/IEC 42001 Clauses 8.3 & 9.2: Require organisations to provide documentation on AI performance and accountability.
• UK AI Principles: Transparency and explainability; fairness; accountability; redress mechanisms.

Core components of a transparency statement

• System Identity: System name, version, owner, and purpose.
• Function Overview: What the system does, scope of decisions, and target users.
• Data Usage: Summary of datasets, provenance, and data protection measures.
• Performance Metrics: Accuracy, precision, bias index, and last evaluation date.
• Limitations & Risks: Known weaknesses, uncertainty levels, and when human oversight intervenes.
• Accountability: Contact details for responsible officer and escalation path.
• Version History: Summary of recent updates or retrainings.

Explainability & user communication

• Use layered transparency — short UI notice → link to detailed statement → technical annex for experts.
• Include model rationale in accessible language (“the system assesses X based on Y”).
• Provide uncertainty indicators (e.g., confidence scores, contextual disclaimers).
• Offer routes for users to request explanation or human review of decisions.

Accountability & ownership

• Every AI system must have a named Responsible Officer (e.g., Model Owner or Oversight Officer).
• Accountability extends to both design (engineering teams) and outcomes (management).
• Disclosure statements must include a contact channel for escalation or redress.
• Track acknowledgements of responsibility in AIMS evidence register.

Link to risk, oversight & PMM

• Each transparency artefact links to its Risk Register entry (ID), Oversight Log reference, and PMM report ID.
• Transparency findings (e.g., repeated uncertainty cases) feed into model retraining or CAPA actions.

Formats & publication channels

• Public transparency page on corporate website (for customer-facing AI).
• Internal AI documentation portal (for operational or non-public systems).
• Disclosures integrated into privacy notice, chatbots, or user onboarding flows.
• QR codes or help buttons linking directly to statement pages.

Examples & templates

System: ZenAIGov-Assist (Policy Q&A Assistant)
Purpose: Provides regulatory guidance based on verified internal documentation.  
Data: Internal ISO 42001 and EU AI Act library (no personal data).  
Limitations: Does not replace legal advice. Outputs reviewed by Oversight Officer weekly.  
Accountable Officer: Compliance Lead (contact: governance@zenaigovernance.com)  
Last Review: 09 Nov 2025 | Version: 3.4
  

Measuring transparency effectiveness

• Track user understanding via periodic surveys or feedback forms.
• Monitor transparency notice click-through rates and help requests.
• Audit quarterly that all AI systems display current statements.
• Ensure version history matches AIMS change-control logs.

Common pitfalls & mitigation

• Overly technical language: tailor to intended audience (general users vs auditors).
• Out-of-date statements: automate review triggers for every system release.
• No linkage to evidence: reference Risk IDs and audit artefacts explicitly.
• Inconsistent publication: standardise templates across all systems and channels.

Implementation checklist

• Transparency & Accountability Policy approved and published.
• Statements created for every live AI system.
• Statements include clear accountability and contact details.
• Linked to Risk Register, Oversight Logs, and PMM reports.
• Quarterly audits verify accuracy and user accessibility.

© Zen AI Governance UK Ltd • Regulatory Knowledge • v1 09 Nov 2025 • This page is general guidance, not legal advice.