Ai Usage Policy - Digital Automation and Robotics

At Kieran Gilmurray & Co, we’re all about embracing the future, and that includes
harnessing the power of artificial intelligence (AI). We’ve crafted a unique AI usage
policy that mirrors our commitment to responsibility, ethics, and transparency in the
digital space.

Our policy is laser-focused on safeguarding privacy, fortifying data security, and
promoting fairness. We’re dedicated to providing a secure and reliable AI experience
for our clients and users, achieved through vigilant monitoring, testing, and
adherence to industry standards.

But let’s be clear – this policy isn’t about putting up barriers. It’s about fostering
creativity and innovation while ensuring our AI usage aligns with our company values
and respects our customers’ rights. Because at Kieran Gilmurray & Co, we’re all
about moving forward responsibly.

Guidelines for Responsible AI Usage

Transparency

We believe in the power of authenticity and clear communication. We’re committed
to ensuring you’re always in the know about how we use AI technology.

Whether it’s used to craft or tweak content, we make it a point to keep you informed.
This could be through an overarching disclosure on our website or seamlessly
incorporated into our client agreements.

We see AI as our trusty sidekick in the content development arena. It plays an
important role in our processes, helping us maintain transparency, accountability,
top-notch quality, and privacy while avoiding biases.

Our pledge to ethical marketing practices and rigorous data security is unwavering.
However, it’s important to note that our AI assistant doesn’t take over the show. It’s
here to assist, not to run the entire operation.

Every piece of content we create is shaped and scrutinized by real people who
understand our audience and the limitations of AI. Because, ultimately, we believe in
the human touch, which sets us apart and keeps us grounded.

Tool Selection

Below, you’ll find a carefully selected list of AI tools known for their exceptional
performance and their role in boosting our workflow and creativity.

It’s important to note that while not all these tools are primarily AI-focused, they
incorporate AI features which we effectively utilize for both our internal needs and
our client projects.

Remember, adhering to this list is key for maintaining a secure and efficient digital
workspace. Using any AI tools not on this list for company devices or tasks is not
allowed without written approval from our security team. This isn’t about distrust; it’s
about ensuring our digital ecosystem is orderly and secure.

Let’s make the most of these elite AI tools, operating within this carefully constructed
framework.

These tools can include:

Accountability

In our journey with AI, we embrace innovation, but with a clear understanding of
responsibility. It’s essential to remember that while AI tools offer remarkable
assistance, they do not replace the critical role of human oversight and decision-
making.

Our team members are expected to use these tools as a complement to their
expertise, ensuring that judgment and personal responsibility are at the forefront of
all AI-assisted activities.

As caretakers of these advanced technologies, we must also be prepared to address
any issues that arise from their use. This means being proactive in identifying and
correcting errors, and being transparent in our communications about any AI-
influenced work.

While we harness AI’s capabilities to boost our productivity and creativity, our
commitment is firmly rooted in responsible usage and accountability. This mindful
approach guarantees that we maintain Kieran Gilmurray * Co’s high standards and
continue to build trust and integrity in all our digital pursuits.

Use Cases That Should Not Leverage AI

As we embrace the evolving world of AI in our industry, it’s important to recognize
that while AI offers numerous advantages, there are certain areas where its use is
not appropriate for our standards and goals.

At Kieran Gilmurray & Co, we have identified specific scenarios where the use of AI
is restricted. Please refrain from employing AI tools in the following contexts:

Automated Content Creation without Disclosure
User Data Privacy Violations
Manipulative UX Designs
Deepfakes and Misrepresentation in Marketing
Unethical SEO Practices
Non-Consensual Personalization
Misleading Chatbots
Automated Decision-Making in Client Projects
AI-Generated Fake Reviews or Testimonials
Copycat Content or Designs

Addressing Specific Issues

Bias

AI systems, as powerful as they are, are only as good as the data they’re trained on.
This means they can inadvertently reflect biases present in their training material.

While many language models employ filters to minimize bias and harmful outputs,
our responsibility goes further. We’re committed to ensuring that the content we
produce is not only bias-free but also inclusive and accessible to all.

Privacy

The privacy of our customers is our top priority. We adhere strictly to our list of
approved AI tools, each selected for their robust privacy policies. Customer data
must never be input into AI tools or Large Language Models (LLMs) not on this list.
Similarly, we’re vigilant about protecting our own intellectual property. By sticking to
these approved tools, we safeguard both our customers’ privacy and our intellectual
assets, ensuring they’re not inadvertently used to train publicly accessible models.

Security

AI systems, for all their benefits, can be vulnerable to cyber threats.
Please ensure you’re only using AI tools from our approved list. If you’re considering
any additional tools for use on company devices, these must be discussed and
cleared with our security team first.

Ethical Considerations

In our use of AI, we steer clear of any content that could mislead or manipulate our
customers. All AI-generated content is aligned with our company values and undergoes a
thorough review process. This helps us check for any bias, inaccuracies, or other
potential risks, ensuring our content remains ethical and trustworthy.

Impersonation

At Kieran Gilmurray & Co, we uphold a firm policy against using AI to impersonate
any individual without their explicit consent. Our ethical stance extends to how we
handle content inspired by public figures.

While AI offers the ability to create content “in the style” of such figures, we exercise
caution and transparency. If ever we choose to use this capability, it will be explicitly
stated and done with the utmost respect for the individual’s persona.

In cases where AI is used to mirror the writing style of a current Kieran Gilmurray &
Co team member, this will only be undertaken by designated employees who have
received the necessary permissions and are under appropriate supervision. These
instances are limited to specific needs such as ghost writing or editing, ensuring
integrity and authenticity in our communications.

Training Employees on AI Usage

Ensuring that our team members are thoroughly equipped with knowledge and skills
is crucial for effective AI integration in our processes.

To this end, all employees involved in creating content with AI will receive
comprehensive training. This includes not only the technical know-how of utilizing AI
tools but also a deep understanding of the ethical considerations highlighted in this
policy.

Our aim is to foster a team that is proficient in AI applications and, equally
importantly, aligned with our ethical standards. By doing so, we uphold the
exceptional level of professionalism and integrity that defines our work at Kieran
Gilmurray & Co.

Best Practices for Implementation

Implementing this policy effectively requires adherence to a set of clear steps,
ensuring that our use of AI aligns with our standards and values:

Comprehension of AI Systems: Dive deep into understanding the AI systems
in use. This includes grasping how they operate and being aware of their
potential limitations. A thorough understanding is key to leveraging these tools
effectively and responsibly.
Policy Awareness: It’s imperative that every team member, whether they are a
new recruit or a seasoned employee, is familiar with this policy. Ensuring
everyone has read and understood our guidelines is crucial for maintaining a
uniform approach to AI usage.
Documentation and Education: For each specific tool, either create
documentation or utilize existing company materials that outline its
functionality and limitations. These documents should also cover our company
standards for using the technology, serving as a reference point for all.
Ongoing Learning: The AI landscape is constantly evolving, and so should our
knowledge and skills. Continuously updating your training and understanding
of AI technology is vital to stay ahead and maintain our commitment to
excellence and ethical practices.

By following these steps, we can confidently integrate AI into our work, knowing that
we are doing so in a manner that is both effective and in line with Kieran Gilmurray
and Co’s values.

Acceptance

In choosing to incorporate AI into your work at Kieran Gilmurray, you are agreeing to
adhere to this policy.

It’s important to understand that non-compliance is a serious matter and may result
in disciplinary measures, up to and including termination of employment.
Keep in mind, the essence of this policy is not to curtail creativity but to guarantee
that our use of AI is both responsible and ethical.

Adhering to these guidelines allows us to fully harness the benefits of AI, while
simultaneously respecting our customers and staying true to the core values that
define our company

By working within these parameters, we continue to foster a culture of innovation and
integrity.

Credit: AI Usage Policy | Media Junction