Policy Title: Use of Artificial Intelligence Applications, such as ChatGPT

Purpose

The purpose of this policy is to govern the appropriate and responsible use of Artificial Intelligence (AI) applications, such as ChatGPT, MS CoPilot, Google Bard… within our organization, hereinafter referred to as "the Company."

Scope

This policy applies to all employees, contractors, and any other individuals who have access to the Company's technology resources.

Policy Statement

General Use:

• The use of AI applications, including ChatGPT, should align with the Company's goals, values, and applicable laws and regulations.
• Employees should respect privacy, confidentiality, and intellectual property rights when using AI Applications.
• Usage of AI Applications should not result in any negative impact on the Company's reputation, customers, or stakeholders.
• AI Applications should not be utilized for any illegal or unethical purposes, including but not limited to fraud, harassment, or discrimination.

Permissible Usage

• Employees may use AI Applications to enhance their productivity, streamline tasks, and seek quick and accurate information.
• AI Applications can be used to support decision-making processes and provide insights to improve operational efficiency.

Restricted Usage

• AI Applications should not replace human judgment in critical decision-making processes. Employees should exercise due diligence in verifying the accuracy and relevance of information provided by AI Applications.
• AI Applications should not be used to perform tasks that require regulatory compliance, legal interpretations, or assessments that fall within the purview of professionals in specific fields.
• The sharing of sensitive information, proprietary information or intellectual properties with AI Applications is prohibited. Employees must exercise caution to prevent unauthorized disclosure of such information.

Monitoring and Evaluation

• The Company reserves the right to monitor and review AI Applications usage to ensure compliance with this policy and to identify potential issues or areas for improvement.
• Any misuse, abuse, or violations of this policy may result in disciplinary action, up to and including termination of employment.

Training and Guidance

• The Company will provide adequate training and resources to employees to promote the responsible and secure use of AI Applications.
• Employees will have access to guidelines and best practices for utilizing AI Applications effectively and ethically.

Security and Privacy

• The Company will implement appropriate security measures to protect the data and information processed by AI Applications.
• Employees must adhere to the Company's data protection and privacy policies when using AI Applications.
• This policy will be reviewed periodically to ensure its relevance and effectiveness. Updates will be made as needed to align with emerging trends and changing requirements.
• All employees are required to review, understand, and comply with this policy. By using AI Applications, employees acknowledge their understanding and agreement to abide by the policies outlined herein.

Regular Review

Policy Acknowledgment

Any questions or concerns regarding this policy should be directed to the IT department with email to [email protected].