Company AI Policy

Introduction

This policy outlines acceptable uses of artificial intelligence (AI) within our company. It aims to protect our reputation, assets, and intellectual property, while also empowering employees to explore and use AI tools safely, responsibly, and ethically.

Statement on our use of AI

We incorporate AI to support aspects of content development within the company. To maintain transparency, accountability, quality, and privacy, we adhere to internal AI usage standards. These standards help us guard against bias, protect data security, and uphold our commitment to ethical marketing.

AI is used to assist not replace human creativity. Every piece of content we produce is shaped and reviewed by people who understand both our audience and the limitations of AI.

Our responsibility

We believe human oversight is crucial when leveraging the power of AI. 

All AI-generated content must be reviewed, edited, and approved by a human before it is published or used. 

There will always be a "human in the loop" to ensure quality control and align the final output with our brand voice and standards. All employees using AI tools will receive training on how to thoughtfully validate and refine AI generated content.

Transparency & avoiding bias 

AI systems reflect the data they are trained on. We understand that unfortunately, societal biases can be unintentionally propagated through algorithms. At Travel Department, we are committed to ensuring our AI generated content is inclusive, ethical and accessible for all audiences.

That is why we take proactive steps to detect and mitigate bias risks: 

• All users of ChatGPT have their custom instructions set to require diverse perspectives in answers.
• AI output is reviewed to detect and correct any bias or unfair exclusion of groups based on age, gender, ethnicity, sexual orientation, disability, or other protected characteristics.
• Any identified biases are documented and addressed before content is approved for use.

Privacy

Protecting confidential information is of the utmost importance to our company. We have strict data privacy protocols in place that apply to all aspects of our business, including AI usage. 

Our AI policies and practices are designed to ensure: 

• Sensitive client, employee or company data is never used in AI systems without explicit permission.
• AI tools have been evaluated by our security team before approval for use. AI tools have undergone rigorous evaluation by our security team before approval for use. Only authorised tools that comply with GDPR may be used for business purposes.
• Client contracts may include specific clauses outlining our AI data practices and privacy commitments.
• Any actual or potential breaches stemming from AI usage are escalated immediately by the IT team.

By integrating strong privacy provisions into our AI practices, we aim to harness these technologies while still upholding our duties around confidential data.

Security

Our AI security practices ensure company and customer data stays protected.

These practices include:

• Strict vetting of AI tools by our IT team before they're approved for business use.

• Ongoing cybersecurity training for employees using AI, including how to recognise phishing, social engineering, and AI-specific threats.

• Active engagement with AI vendors to understand and evaluate their evolving security measures.

• In-house audits and risk assessments to identify vulnerabilities and apply fixes proactively.

• Continual monitoring of AI-related cyber risks, with adaptive changes to our infosec policies.

• A comprehensive incident response plan in the event of an AI-related security breach.

Ethical AI Practices

As an ethical company, we believe in using technology responsibly for the benefit of our staff and customers This applies to our usage of artificial intelligence tools. In addition to the principles of transparency, accountability, privacy and security outlined above, we also pledge to

• Use AI to enhance customer service and empower human capability, not just for cost reduction or job automation.

• Acknowledge and respect the limitations of AI systems.

• Never use AI to mislead or manipulate customers.

• Never use AI to impersonate individuals without explicit consent.

• Follow all relevant laws, regulations, and ethical standards governing AI.

Responsible use procedures:

To uphold this policy, employees must:

• Only use approved AI tools listed below.
• Understand how each tool works and be mindful of its limitations.
• Ensure all employees, including new hires, read and understand this policy.
• Commit to ongoing learning and development as AI technologies evolve.

Tool selection

Only the following tools are authorised for company-related tasks, based on our evaluation for security, privacy, and GDPR compliance:

• ChatGPT

• Google Gemini

• Microsoft Copilot

Training and Compliance

All employees will receive comprehensive training covering the technical, ethical, and practical aspects of using AI. By engaging with AI tools as part of their role, staff agree to follow this policy. Breaches of this policy may result in disciplinary action, up to and including termination of employment. 

This policy exists not to stifle creativity, but to ensure AI is used responsibly, empowering innovation while protecting our customers and reinforcing our brand values.

Credit
We would like to thank https://www.instituteofaistudies.com/ for their support in shaping our company’s AI policy.