Responsible AI Usage Policy

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. The aim of this policy is not to hinder creativity or innovation, but rather to ensure that our use of AI aligns with our overall corporate values and respects our customers’ rights.

Guidelines for Responsible AI Usage

Transparency

It’s crucial that we remain transparent about the use of AI within our organisation. 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 contracts with clients. 

We use AI to assist the content development and management at our company. We strictly adhere to internal AI usage standards to ensure full transparency, quality and privacy. These standards protect against biases, ensure data security, and uphold our ethical marketing principles. One of these key standards is that we use AI to enable easier processes around content creation rather than relying fully on AI automation. We ensure that every piece of content we create is carefully tailored and reviewed by professionals who understand our audience and the limitations of AI.

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. 

• Jasper, the AI copilot for marketing teams that created this template has best-in-class security and privacy policies including SOC2 compliance, SSO and U.S. data storage.
• Open Ai 
• WriteSonic 

Accountability

Our company firmly believes that responsibility cannot be transferred to a machine. Humans are always the ones held accountable for the actions executed by AI.  AI functions as a helping hand, not a substitute for sound judgment. Our company’s policy strictly prohibits the publishing or sending of any material that has been completely crafted by AI without undergoing human development or review to ensure its quality and accuracy. Additionally, we must take responsibility and remediate any negative outcomes from AI-assisted content as necessary.

Addressing Specific Issues

Bias

AI systems learn from the data they are fed, and thus can unintentionally perpetuate biases found in their training material. Many language models have filters to reduce the risk of bias or harmful outputs, but filters aren’t enough. It is our responsibility to ensure that the content we produce is reviewed for potential bias and developed to be inclusive and accessible. 

Privacy

We must protect the privacy of our customers. 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 the privacy of our intellectual property (IP). Sticking with the approved list of tools above will help safeguard both and ensure our data and IP is 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 any additional tools you subscribe to or use on company devices with the security team. 

Ethical Considerations

AI should not be used to mislead or manipulate clients and customers. All content created using AI should adhere to ethical considerations and be in line with our corporate values. AI content should go through a thorough review process to check for bias, inaccuracies and other risks. 

Impersonation

It is our company policy that employees should not use AI to impersonate any individual without their expressed permission. AI can allow you to create “in the style” of public figures; as a policy, we do not do that in our company. Designated employees may, with permission and review, use AI to mimic the writing style of a current VertoDigital employee for ghostwriting or editing content from that individual.

Training Employees on AI Usage

All employees in our company involved in creating content with AI must 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. Understanding of  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.

Acceptance

By using AI in your work, you agree to comply with this policy. Non-compliance will be taken seriously and could lead to disciplinary action. 

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 customers and upholding our company values.