Generative Ai

OVERVIEW: 

This policy provides guidelines for the safe and ethical use of Generative AI tools, such as ChatGPT, within the workplace. It aims to ensure that AI is used to enhance productivity and innovation while mitigating risks related to data privacy, compliance, and misuse. 

PURPOSE: 
The purpose of this document is to outline the procedures and protocols for the use of Generative AI. 

SCOPE: 
This policy applies to all employees, contractors, and third parties who use Generative AI tools as part of their work activities. It covers all instances of AI use on company-owned devices, networks, or during business operations. 

POLICY: 

Acceptable Use 

Employees may use Generative AI tools for tasks such as: 

•    Drafting communications, such as emails, reports, and presentations.
•    Conducting research and generating ideas or insights.
•    Analyzing data or automating repetitive tasks.
•    Enhancing learning and training initiatives.
•    Employees using AI Tools for work purposes and/or while connected to PCU systems must log into the AI platform using their work email.
•    AI may be used to enhance member service only through AI platforms approved for use by PCU and that comply with all applicable data privacy and regulatory requirements

Prohibited Uses: 

•    Sharing confidential or sensitive company information, member data, or personal information with AI tools.
•    Generating offensive, discriminatory, or inappropriate content.
•    Relying solely on AI for decision-making without proper review and validation.
•    Using AI tools in ways that violate laws, regulations, or company policies.

Data Privacy and Security 

•    Users must not input sensitive, proprietary, or confidential information into Generative AI tools unless explicitly approved by management.
•    Ensure that outputs from Generative AI are reviewed for accuracy, reliability, and appropriateness before use.
•    Connecting AI tools to internal systems or databases unless approved by IT and security teams is strictly prohibited.

Compliance with Laws and Regulations 

Employees must adhere to all applicable laws, industry standards, and company policies while using Generative AI. These include, but are not limited to: 
•    Data protection laws (e.g., PIPEDA).
•    Intellectual property laws.

POLICY COMPLIANCE: 

Risk Management and Oversight 

•    Regular audits may be conducted to ensure compliance with this policy.
•    Feedback from employees regarding AI tools will be reviewed to improve practices.
•    Violations of this policy may result in disciplinary action, up to and including termination of employment.

Exceptions 

Any exception to the policy must be approved in writing by a member of the executive team in advance of the exception.  

Policy Review and Updates 

This policy will be reviewed annually and updated as necessary to address emerging technologies, risks, and regulatory changes, and will be included in the annual acknowledgement for staff.