AI Policy
Please Note: Effective 20th October 2023
1. Purpose
This AI policy aims to establish guidelines and best practices for the responsible and ethical use of Artificial Intelligence (AI) within StudioForty9. It ensures that our employees are using AI systems and platforms in a manner that aligns with the company's values, adheres to legal and regulatory standards, and promotes the safety and well-being of our stakeholders.
2. Scope
This policy applies to all employees, contractors, and partners of StudioForty9 who use or interact with AI systems, including but not limited to all LLMs, plugins and data enabled AI tools.
3. Policy
3.1 Responsible AI Use
Employees must use AI systems responsibly and ethically, avoiding any actions that could harm others, violate privacy, or facilitate malicious activities.
3.2 Compliance with Laws and Regulations
AI systems must be used in compliance with all applicable laws and regulations, including data protection, privacy, and intellectual property laws.
3.3 Transparency and Accountability
Employees 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. Employees must utilize StudioForty9’s centralized system for AI governance and compliance efforts (‘AI System of Record’) to ensure transparency of proposed and active AI activities. Employees are responsible for the outcomes generated by AI systems and should be prepared to explain and justify those outcomes.
3.4 Data Privacy and Security
Employees must adhere to the company's data privacy and security policies when using AI systems. They must ensure that any personal or sensitive data used by AI systems is anonymized and stored securely.
Examples of such data that should not be used as input to 3rd party AI systems without authorization:
- StudioForty9
- Code written by StudioForty9
- Any text from a Scope of Work or other documents stored in Google Drive
- Design Files
- Emails
- Client
- Client Customer Data
- Any internal client data or IP
- Reports (e.g., Annual Revenue) that might in some unforeseen way be linked back to the client
3.5 Bias and Fairness
Employees must actively work to identify and mitigate biases in AI systems. They should ensure that these systems are fair, inclusive, and do not discriminate against any individuals or groups.
3.6 Human-AI Collaboration
Employees should recognize the limitations of AI and always use their judgment when interpreting and acting on AI-generated recommendations. AI systems should be used as a tool to augment human decision-making, not replace it.
3.7 Training and Education
Employees who use AI systems must receive appropriate training on how to use them responsibly and effectively. They should also stay informed about advances in AI technology and potential ethical concerns.
3.7 Third-Party Services
When utilizing third-party AI services or platforms, employees must ensure that the providers adhere to the same ethical standards and legal requirements as outlined in this policy.
4. Implementation and Monitoring
4.1 AI Governance Board
A multidisciplinary AI risk management team (‘AI Governance Board’) will ensure that AI initiatives are developed and deployed responsibly, in compliance with relevant laws and regulations, and with ethical considerations in mind. In advance of employing specific AI roles in the company, the AI Governance Board will be composed of the Leadership Team.
4.2 Designated AI Officer
A designated AI Officer will be responsible for overseeing the implementation of this policy, providing guidance and support to employees, and ensuring compliance with relevant laws and regulations.
The current AI Officer is Alan Morkan.
4.3 Periodic Reviews
The AI Officer will conduct periodic reviews of AI system use within the company to ensure adherence to this policy, identify any emerging risks, and recommend updates to the policy as necessary.
4.4 Incident Reporting
Employees must report any suspected violations of this policy or any potential ethical, legal, or regulatory concerns related to AI use to the AI Officer or through the company's established reporting channels.
5. Enforcement
Violations of this policy may result in disciplinary action, up to and including termination of employment, in accordance with StudioForty9's disciplinary policies and procedures.