Artificial Intelligence Acceptable Use Policy

Overview

ReGen Strategic and its associated entities (the Company) recognises the value and potential of artificial intelligence (AI) technologies in enhancing efficiency, creativity, and client service. However, the use of AI must be governed by clear standards to ensure confidentiality, integrity, and human oversight.

This policy outlines the acceptable use of AI tools and systems in the workplace. It prohibits the unauthorised disclosure of confidential information and requires human review of AI-generated outputs prior to dissemination.

Scope of this Policy

This policy applies to all employees of the Company.

While failure to comply with this policy may lead to disciplinary action, this policy does not form part of any person’s contract with the Company or create enforceable rights or entitlements.

Definitions

AI Tools: Any software or system that generates content, analysis, or recommendations using machine learning or similar technologies (e.g. ChatGPT, DALL·E, Midjourney, Copilot).
Confidential Information: Any client, project, financial or internal data that is not publicly available.
AI-Generated Content: Any work product partially or wholly created using AI tools.

Acceptable Use of AI Tools

Workers may use approved AI tools for business purposes where these support the Company’s goals, provided the following conditions are met:

Confidentiality Workers must not upload, input, or otherwise disclose any confidential or sensitive client information to AI platforms, particularly those that store or learn from user data.
Human Oversight All AI-generated content must be reviewed and approved by a human before being shared with clients, external stakeholders, or the public. AI must assist, not replace, professional judgment.
Transparency with Clients Workers must disclose to each relevant client manager if AI tools have been used to assist in the development of any content, document, or communication intended for Company clients.
Accuracy and Accountability Employees are responsible for verifying the accuracy and appropriateness of AI-generated content, ensuring it aligns with client content requirements, Company values, and professional standards.

Prohibited Use

You must not use AI tools to: - Input, store, or transmit confidential or identifiable client data. - Generate reports or advice to clients without a human review and approval. - Circumvent the Company’s data protection, privacy, or security obligations. - Create content that may be misleading, biased, defamatory, or discriminatory. - Represent AI-generated material as human-produced without appropriate disclosure.

Responsibilities

All employees must: - Ensure their conduct in relation to AI use complies with this policy. - Promptly report any potential breaches of this policy to their manager. - Participate in any training provided by the Company related to AI use.

Managers must: - Monitor AI use within their teams and ensure compliance. - Address and escalate breaches of this policy in line with the Company’s disciplinary procedures.

Monitoring and Review

The Company reserves the right to audit and monitor the use of AI tools. This policy will be reviewed periodically and updated as necessary to reflect technological, legal, or business developments.