AI Use and Responsibility Policy

Effective Date: February, 2025

Applies To: All AI Strategy Consulting staff, contractors, and third-party collaborators

1. Purpose and Scope

At AI Strategy Consulting, we help businesses adopt AI responsibly. This policy outlines how we apply the same standards within our own business. It ensures our AI use is ethical, safe, and commercially sound — protecting our clients, team, and business integrity.

This policy applies to:

All employees, associates, and contractors

All AI tools, systems, and models used internally or in client work

2. Principles of Responsible AI Use

We apply the following principles to all AI use:

Ethics and Fairness: AI is used in ways that are non-discriminatory and respect human rights.

Transparency: We are clear when AI is used in our tools, content, or services.

Accountability: Human oversight is always in place. No decisions are made solely by AI.

Privacy and Security: We protect personal data and comply with all relevant data laws.

Continuous Improvement: We regularly assess and update our use of AI tools and practices.

3. Acceptable and Prohibited Use

Acceptable Use:

Automating low-risk or repetitive tasks such as formatting or scheduling

Generating content to support client work, with human review

Analysing non-sensitive data for insights or prototyping

Using AI to support decision-making, not replace it

Prohibited Use:

Using AI to make final decisions in legal, financial, or sensitive contexts

Sharing or processing sensitive data without consent

Using tools that have not been approved by the AI Lead

Allowing AI to produce deceptive, biased, or discriminatory outputs

4. Roles and Responsibilities

AI Lead: Oversees responsible AI use, tool approvals, training, and compliance

All Team Members:

Register any new AI tools before use

Report any errors, risks, or issues immediately

Complete basic training in AI ethics and privacy

5. Data Governance and Security
We collect only the data needed for AI tasks

All data is securely stored and access is restricted

Client data is never used to train third-party AI tools

We conduct periodic reviews for accuracy, bias, and compliance

6. Transparency and Communication
We inform clients:

When AI tools are used to support services

If automated systems are involved in assessment or report generation

We maintain internal documentation covering:

Which AI tools are in use

What data they use

How decisions are supported

7. Monitoring, Review, and Compliance

Quarterly reviews of AI tools and compliance

Immediate response to any incidents or misuse

Updates made to reflect changes in technology, law, or business needs

Alignment with recognised AI standards, including ISO/IEC 42001

8. Training and Culture

All staff receive ongoing training in responsible AI use

We encourage open discussion, feedback, and concern reporting

We promote a culture of ethical awareness and practical AI literacy

9. Policy Statement

AI Strategy Consulting is committed to the responsible and ethical use of artificial intelligence. We use AI to support, not replace, human insight. All systems are subject to human review, and no client data is used without consent. Our team is trained in AI ethics, and we continuously monitor our use of AI to ensure it aligns with best practice and business responsibility.