1. INTRODUCTION
Artificial Intelligence (AI) tools are transforming the way we work by enhancing decision-making, automating tasks, and generating insights. However, their use introduces challenges related to ethics, privacy, security, and accountability.
The purpose of this policy is to:
• Promote responsible AI use that aligns with CHRG values.
• Safeguard privacy and intellectual property.
• Prevent bias, plagiarism, and unethical use of AI tools.
• Establish guidelines for security, transparency, and accountability.
This policy applies to all directors, officers, employees and third-party service providers of CHRG using AI systems, such as ChatGPT, in professional capacities.
2. GUIDELINES FOR RESPONSIBLE AI USE
2.1. Responsible and Ethical Use
AI systems must not be used to harm others, infringe on privacy, or facilitate malicious activities. Users must use AI to complement human decision-making, not replace it.
2.2. Compliance with Laws and Policies
AI use must adhere to all relevant laws, regulations, and internal policies, including privacy, intellectual property, and security standards.
2.3. Privacy and Data Protection
Users must not upload or share any data that is confidential, proprietary, or protected by regulation without prior approval from the appropriate department. This includes personal data related to any stakeholders
Where possible, users are to anonymise input data to protect privacy and prevent disclosure of personal or business-sensitive information.
2.4. Transparency and Accountability
Users must be transparent about the use of AI in their work, ensuring that stakeholders are aware of the technology's involvement in decision-making processes or content creation.
Users must clearly disclose AI involvement in decision-making, , or content creation by using disclaimers for all AI generated content.
• Example: "This content was created with input from various sources, including but not limited to content creation tools and has been reviewed for accuracy and compliance with ethical standards."
Users are accountable for AI-generated outputs and must verify their accuracy, relevance, and compliance.
2.5. Bias and Fairness
Users must actively work to identify and mitigate biases in AI systems and ensure outputs are fair, inclusive, and free from discrimination against individuals or groups.
2.6. Plagiarism and Intellectual Property
Users must ensure AI-generated content is original and compliant with copyright laws. They must review outputs to prevent misuse of copyrighted or proprietary material.
2.7. Security Practices
To ensure safe use of AI, users must:
• Evaluate AI tools for security and compliance before use.
• Use only reputable AI tools that meet CHRG’s security and data protection standards.
• Apply robust access controls, such as strong passwords and role-based access.
3. MONITORING
AI usage within CHRG will be periodically reviewed to ensure compliance with this policy.
4. RESPONSIBILITIES
• Team members are responsible for ensuring AI tools are used responsibly, ethically, and within the boundaries of this policy and reporting any potential misuse or concerns to their leader
• Leaders are responsible for monitoring AI use within their teams/third-party suppliers and addressing any potential misuse or concerns.
• The ICT Department is responsible for implementing secure access controls and data protection measures for AI tools and staying up to date on AI-related risks and best practices to protect CHRG’s interests.
5. BREACH OF THIS POLICY
Misuse of AI tools for personal gain, unethical practices, or unauthorised activities is strictly prohibited.
Breaches of this policy and accompanying programs and procedures may result in counselling and or disciplinary action, up to and including dismissal.
6. REVIEW OF THIS POLICY
This policy will be reviewed every two years to ensure it remains consistent with all relevant legislative requirements, as well as the changing nature of the company or more frequently where legislative requirements are changed or amended.
7. POLICY COMMUNICATION AND EDUCATION
This policy will be stored on CHRG’s intranet site. It will be incorporated into induction/onboarding programs and CHRG will conduct education sessions on the application and operation of this policy as required and when any changes to the policy are implemented, including responsible and ethical AI use, risks of AI use and implications of misuse.
8. DOCUMENT HISTORY
Prepared by:
Alison Brinkman
Head of People and Purpose
Alison Brinkman
Head of People and Purpose
Approved by: Date: Version: Comments
David O’Neil Group CEO 26/11/2024 1.0 First issue
David O’Neil Group CEO 05/12/2024 1.1 Update of example disclosure statement for clarity