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Responsible AI Usage Policy for Experience Innovation Consulting Inc.

Version 1.0
Last updated: 2024.02.20

 

Artificial Intelligence (AI) is an increasingly important tool in the marketing landscape, offering

unprecedented possibilities for content creation and customer engagement. However, with great

power comes great responsibility. Therefore, this AI usage policy is designed to guide our team

in the responsible, transparent, and ethical use of AI in their work. This policy aims not to

hinder creativity or innovation but to ensure that our use of AI aligns with our overall

corporate values and respects our client's rights.

Guidelines for Responsible AI Usage

Transparency

We must remain transparent about our use of AI. This includes acknowledging when AI

has been used to create or modify content. This can be through a blanket statement on our

website or integrated into client contracts.
 

We use AI to assist in some content development at our company. We adhere to internal AI usage standards to ensure transparency, accountability, quality, and privacy. These standards help us safeguard against biases, maintain data security, and uphold our commitment to ethical marketing practices. One of these standards is that AI should be used to assist in content creation, not fully automate it. We ensure that people who understand our audience and AI's limitations shape and review every piece of content we develop.

Tool Selection

The following AI tools have been approved for use in our company. DO NOT use any tools

outside of those on this list or approved in writing by our security team on company devices or

to do company-related work.
 

  1. Jasper.ai

  2. ChatGPT

  3. Claude

  4. Beautifulslides.ai

  5. Perplexity.ai

  6. Journey.io

  7. HubSpot

  8. Miro

  9. Asana

  10. SurveyMonkey

  11. WordTune Read

  12. Fireflies.ai - Fred

  13. Loom

  14. Harvest

  15. MidJourney_V2

  16. Runway-Gen. 2

  17. Google Big Query

  18. Mistral.ai

  19. Hugging Face

Accountability

Responsibility cannot be outsourced to a machine. Always remember that humans are

ultimately accountable for the actions of the AI. AI is an assistant, not a replacement for good

judgment. Our company policy is NEVER to publish or send something written entirely by AI without human development or review for quality and accuracy. Additionally, we must take full responsibility and remediate any adverse outcomes from AI-assisted content as necessary.

Use Cases That Should Not Leverage AI

While there are many positive use cases of AI assistance in our work, there are specific types of

work in which we have decided as a company to restrict the use of AI. Do not use AI for the following:

 

  1. Client data analysis of unsanitized data 

  2. Image or voice analysis 

  3. Personal or confidential client information

  4. Any information clients request will not be entered into any AI model.
     

Addressing Specific Issues

Bias

AI systems learn from the data they are fed and thus can unintentionally perpetuate biases

in their training material. Many language models have filters to reduce the risk of bias or

harmful outputs, but filters aren't enough. Our responsibility is to ensure our content is reviewed for potential bias and developed to be inclusive and accessible.

Privacy

We must protect the privacy of our clients. See our list of approved tools with reliable

privacy policies, and do not submit customer data into AI tools or LLMs. In addition, we must

protect our intellectual property's (IP) privacy. Sticking with the approved list of tools above will help safeguard both and ensure our data and IP are not used to train publicly accessible language models.

 

Security

AI systems can be targets for cyber-attacks. Please review the approved list of AI tools and

discuss with the security team any additional tools you subscribe to or use on company devices.

Ethical Considerations

AI should not be used to mislead or manipulate clients. All content created using AI should

be ethical and in line with our corporate values. AI content should go through a review process

to check for bias, inaccuracies and other risks.

Impersonation

Our company policy is that employees should not use AI to impersonate anyone without written permission and explicit consent of the risks and potential dangers. AI can allow you to create "in the style" of public figures; as a policy, we do not do that in our company, and any employee caught participating in this behaviour in any capacity is subject to immediate termination under direct violation of this policy. 

 

Designated employees may, with permission and review, use AI to mimic the writing style of a current Experience Innovation Consulting Inc. employee to ghostwrite or edit content from that individual.

Training Employees on AI Usage

All employees involved in creating content with AI should receive appropriate training. This

should cover both the technical aspects of using AI and the ethical considerations outlined in

this policy.

Best Practices for Implementation

To practically implement this policy, always follow these steps:

1. Understand the AI system you're using, including how it works and its potential

limitations.

2. Ensure that every new hire and existing employee you manage has read this policy.

3. For specific tools, document or use materials from the company to document its

functionality, limitations, and our company standards for using the technology.

4. Continually update your knowledge and training as AI technology evolves.

Employee Acceptance

You agree to comply with this policy by using AI in your work. Non-compliance will be taken

seriously and could lead to disciplinary action or employment termination.

 

Remember, the goal of this policy is not to restrict creativity but to ensure that we use AI

responsibly and ethically. By following these guidelines, we can harness the power of AI while

respecting our clients and upholding our company values.

 

Client Acknowledgment, Acceptance, and right to Opt-Out

As our client, having reviewed this policy, you understand that Experience Innovation Consulting Inc. may use AI in our work at various stages to improve the productivity and efficiency of our internal team members. Non-compliance will be taken seriously and could lead to disciplinary action or employment termination.

 

If you are not comfortable with the terms and conditions for the usage of AI outlined in this policy, don't hesitate to contact us and inform us of your concerns and desired usage limitations. We review each request and assess it on a case-by-case basis.

 

We promise to provide a written response within 15 business days acknowledging and accepting your request or providing a proposed alternative set of terms; discussions will be facilitated until an agreement is reached and agreed upon in writing by both the client and Experience Innovation Consulting Inc. if different from the terms and conditions outlined in this policy. 

 

Material Acknowledgment 

We want to acknowledge and thank the team at www.jasper.ai for providing the initial template used to influence our Generative AI Policy. The original template is free to download and use from https://www.jasper.ai/ai-policy-template

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