WNF Artificial Intelligence, Confidential Information And Intellectual Property Policy

WNF Artificial Intelligence, Confidential Information & Intellectual Property Policy

WNF Artificial Intelligence, Confidential Information And Intellectual Property Policy The Artificial Intelligence (AI) and Confidential Information and Intellectual Property Policy (‘Policy’) was compiled by the World Naturopathic Federation, known as “WNF”, and, where relevant, operates in conjunction with other policies relating to minimum standards of behaviour and conduct, including but not limited to the WNF Policy on Confidentiality, Conflict of Interest and Code of Conduct.

Commencement of the Policy This version of the Policy will commence from May 14, 2025.

Scope The Policy applies to all participants whether employees, agents, contractors (including temporary contractors), volunteers, members of WNF committees or WNF members working on behalf of WNF initiatives, collectively referred to as “organization participants”.

Purpose As we explore AI technologies, it is critical that we protect WNF’s Intellectual Property (IP) and sensitive and confidential organization information. Sharing of information which is classified as IP, sensitive organization information and/or confidential organization information could be detrimental to WNF’s ongoing commercial interests.

All organization participants using AI in any way, whether via a training program, Committee activities or in the course of their WNF-related activities in a general business-as-usual approach, must strictly follow this Policy to prevent unauthorised sharing of WNF information.

The Policy requirements All organization participants are expected to observe the highest standards of ethics, integrity and behaviour during the course of their employment or engagement with WNF. This includes how you manage and handle information which is considered IP, and/or sensitive and/or confidential organization information.

Application of this Policy Examples of what should not be shared, uploaded, included in a prompt or otherwise sent to any external AI and/or Generative AI tool (for example ChatGPT, Claude.AI, Elicit AI and free Microsoft Co-Pilot – this is not an exhaustive list, but provided to assist in understanding).

WNF Artificial Intelligence, Confidential Information And Intellectual Property Policy 1. Financial Data – Do not share organization revenue, profit margins, spending, membership data or internal financial forecasts, amongst other examples of financial data.

2. Strategic Plans and Business Models – Do not share internal growth strategies, strategic Committee objectives and project planning, or WNF Strategic plans, amongst other examples of strategic plans and business models.

3. Membership and Partner Data – Do not upload membership lists, email addresses, phone numbers, or details of WNF members, partners or Corporate Sponsors, or other data on membership, partners and sponsors.

4. Employee, Contractor and Volunteer Information – Never share employee, contractor or volunteer names, salaries, performance reviews, addresses, health and medical information, other personal information and any other identifying information. This includes your own personal information.

5. Policies and Guidelines – Do not share any organization information which is available to you within the course of your work with WNF, other than those published and/or in the public domain. These policies, guidelines and other information is for internal use only.

6. Confidential Meeting Notes and Emails – Any discussions related to organization decisions, leadership meetings, or sensitive organization issues must not be entered into AI tools.

7. Legal Documents and Compliance Materials – Do not input contracts, regulatory filings, or any internal legal or compliance documentation.

8. Unreleased Alliance and Partnership Information – Keep upcoming partnerships, alliance strategies, and any alliance activities confidential until they are deemed public knowledge.

9. Unreleased Marketing Materials – Keep upcoming marketing campaigns, membership strategies, and any promotional plans confidential.

WNF Artificial Intelligence, Confidential Information And Intellectual Property Policy This is not an exhaustive list and other examples may, and will, apply. If you are unsure in any way, do not load or share the information with an AI tool.

The WNF Guide to Using Generative Artificial Intelligence provides details on how to use AI tools safely. If unsure whether something is safe to share, assume it is confidential and do not upload it.

Considerations for CEO, Committee Chairs, and Officers: The CEO, Committee Chairs, and Officers should: ● Ensure awareness of the varying ways in which WNF staff and committee members are using AI tools, with specific consideration and awareness of Generative AI. ● Ensure AI is being used responsibility and constructively with respect to WNF information and activities. ● Ensure compliance with this Policy and the WNF Policy on Confidentiality, Conflict of Interest and Code of Conduct and any others that are applicable. ● Do not condone, permit, or fail to report any breaches of the Policy as outlined above by organization participants under their supervision.

Breaches of this Policy A breach of this Policy may lead to disciplinary action including, but not limited to, termination of Committee membership, membership or partnership with WNF, and may give rise to any legal action available to the organization.

In order to ensure the ongoing protection of WNF’s IP and organization information, monitoring and other forms of check-ins will be conducted periodically.

Variations WNF reserves the right to vary, replace or terminate this Policy from time to time.

Version issue: May 14, 2025 Current version: 1