Charities & community groups · Kent
AI for charities, churches, clubs and community groups
Small charities and volunteer groups run on a few people's spare evenings. AI can take some of the writing off them: bid drafts, newsletters, minutes and rotas. A briefing of up to 90 minutes gets staff or trustees using it sensibly, and community groups can ask about a free talk instead.
£295
Based in Kent, working with businesses across the UK: on site in Kent, by video anywhere else.
Where the volunteer hours go, and what AI can draft
- Funding bidsPaste the funder's questions and your project notes, and ask for a first answer to each within the word limit. Then make it yours, and read the funder's guidance for anything on AI-written applications.
- NewslettersThis month's news in bullet points becomes a warm 400-word newsletter with a clear ask at the end.
- Volunteer rotasReplies from a WhatsApp poll turned into a month's rota, for someone to check for gaps.
- MinutesRough notes from a trustees' meeting become tidy minutes with decisions and actions, approved by the chair as usual.
- Social postsEvent reminders, thank-yous and calls for volunteers from a sentence or two.
- Plain English and translationA dense leaflet rewritten simply, or the food bank's opening times in Ukrainian, Polish or Arabic, checked by a speaker where possible.
Donors, beneficiaries and honest fundraising
Charities hold some of the most sensitive data around: who gives, who receives help, sometimes health or immigration details. None of that belongs in a free AI tool. Write with placeholders such as '[donor name]' and fill them in afterwards in your own system.
One helpful change: under the Data (Use and Access) Act, charities can now use the email marketing 'soft opt-in' for supporters and people who've expressed interest, the ICO confirms. AI can help write those emails; every one still needs a clear way to opt out.
Fundraising copy has to be true. Don't let AI round up the number of families helped, invent a case study or create a photo of a beneficiary who doesn't exist. And whoever pays the bills should confirm any change to a supplier's bank details by phone on a known number; how criminals are using AI explains why. A one-page AI policy gives volunteers the same rules as staff.
What it costs to start
Most groups can begin for nothing. These are the options we'd look at first.
| Option | Cost | Worth knowing |
|---|---|---|
| ChatGPT Free | £0 | Turn off 'Improve the model for everyone' in Data controls; the free plan may show ads |
| ChatGPT Business through OpenAI for Nonprofits | Up to 75% off the £15 per user monthly price (annual, minimum two users) | Doesn't train on your data by default |
| Claude Free | £0 | Up to five Projects; choose whether chats train the model in Settings, Privacy |
| Gemini and Gemini Notebook | £0 with a Google account | Notebook (formerly NotebookLM) answers questions from documents you upload |
| AI Skills Hub | Free | Bite-sized courses from DSIT and Skills England, free for any adult in the UK |
Prices and terms checked October 2026.
Free talks for community groups
Clubs, church groups, residents' associations and similar groups can have a free talk: AI made simple, plus spotting the latest scams. Details are on the free talks page. For a charity's paid staff or trustees, the briefing below is built around your own work.
Ways to work together
Registered charities: ask about rates when you ring.
What the staff briefing covers first
-
How the tools work
Enough to see why AI writes fluently and still gets facts wrong, with examples from charity work. -
Your real tasks
A bid answer, a newsletter and a set of minutes worked through on screen, so everyone sees the before and after. -
Your rules
What stays out, which plan to use and who checks what, summed up on a one-page handout afterwards.
Questions people ask
Can charities use ChatGPT for funding applications?
As a drafting help, yes. Check each funder's guidance for anything on AI use, rewrite the draft in your own words, and make sure every figure and outcome is true.
Is there a charity discount for ChatGPT?
OpenAI offers up to 75% off ChatGPT Business or Enterprise through OpenAI for Nonprofits (checked October 2026). OpenAI sets the eligibility, so read its terms.
Can AI take minutes at our meetings?
It can turn rough notes or a recording into draft minutes. Tell everyone first if you record, and have the chair or secretary approve them as usual.
Do you give free talks?
Yes, for community groups, clubs and residents' associations. Charities wanting a session for paid staff or trustees can book the briefing, and registered charities can ask about rates.
Is donor data safe in AI tools?
Keep it out of free tools altogether. Placeholders stand in for names, the donor database stays the home for records, and any work with personal data happens on a paid business tier.
Who you'll work with
James Hayes Consulting is led by Ross Hayes, who builds software for his own businesses and uses AI tools in them every day. We set AI up on your real work, explain it in plain English, and tell you straight if something isn’t worth paying for.
Every project starts with a free 15-minute call, and prices are agreed in writing before you commit.
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