Generative AI Policy

Updated 1 October 2024

1. Purpose

The purpose of this policy is to establish guidelines for the use of generative AI within the organisation, ensuring data privacy and operational efficiency by utilising approved AI technologies.

2. Scope

This policy applies to all operational and team manager staff across the organisation who are involved in the use of generative AI programs and tools.

3. Software Approval Before Use

Before utilising any open source generative AI software, Senior Management must review and approve usage of tools before commencement. This process involves submitting a request detailing the intended purpose and type of content to be created using the software. The IT department will evaluate the software's security, compatibility with existing systems, and compliance with organisational standards. Approval must be granted before any software installation or content creation commences to ensure adherence to both security protocols and organisational guidelines.

4.Non-Operational Staff

1. Approved AI Tools

1. Microsoft Copilot: The organisation endorses the use of Microsoft Copilot as the exclusive AI tool for all internal business operations. It is implemented within a restricted internal environment to safeguard data privacy and integrity.
2. Jasper Ai: The organisation endorse the use of jasper AI for the approved use cases above and if only no personal identifiable information is entered into the program.

2. Guidelines for Use

Approved Use Cases:

• Website Content: Generative AI tools may be used to develop engaging and informative website content that enhances user experience and aligns with our brand values.
• Printed Materials: Generative AI tools may be utilised to create drafts or enhance the content of printed materials such as brochures, flyers, and posters. These tools can help ensure the material is compelling and tailored to meet our audience's needs, while maintaining consistency with our brand's tone and messaging. It's important that all printed content generated through AI undergoes thorough review to ensure accuracy and appropriateness before distribution.
• Written Blogs, Articles, and Newsletters: Staff are encouraged to leverage generative AI for the creation of high-quality written material that informs, educates, and engages our audience.
• Video Scripts: Staff may use generative AI tools to draft video scripts that captivate audiences and effectively communicate key messages. The AI-generated scripts should be assessed for coherence, relevance, and alignment with our organisational goals before finalisation.
• Product and Service Descriptions: Generative AI may be utilised to craft clear, concise, and engaging product and service descriptions. These tools can assist in highlighting features and benefits that resonate with our target audience while ensuring consistency in tone and style across all marketing materials. As with other content types, it is essential that AI-generated descriptions are reviewed for accuracy and brand alignment.
• Email Drafting: AI tools can be used in drafting emails by providing initial templates and suggestions to streamline communication processes.

3. Prohibition of Personal Identifiable Information (PII):

• Under no circumstances should personal identifiable information be inputted into generative AI systems.
• Staff must ensure that all content generated does not inadvertently contain PII or confidential data.

5. Operational Staff

1. Approved AI Tools

1. Microsoft Copilot: The organisation endorses the use of Microsoft Copilot as the exclusive AI tool for all internal business operations. It is implemented within a restricted internal environment to safeguard data privacy and integrity.

2. Microsoft Copilot Use Case for Search Queries:

• Data Retrieval and Analysis: Microsoft Copilot can be used to enhance search queries by efficiently retrieving relevant data and insights across various databases. This tool aids operational staff in quickly accessing critical information quickly.
• Automated Query Suggestions: By leveraging Copilot’s capacity to understand context, it can suggest optimal search queries that align with the user's objectives, streamlining information retrieval processes.
• Email Composition Assistance: Microsoft Copilot can be utilized to draft initial email content, allowing users to focus on refining messages and ensuring they convey the intended meaning effectively.
• Grammar and Style Enhancements: Copilot provides real-time suggestions to enhance grammar, spelling, and style, ensuring that all written communication maintains a professional tone and adheres to organisational standards.
• Template Utilization: Copilot can suggest pre-written templates suitable for various communication scenarios, helping staff maintain consistency and clarity in their emails.
• Error Identification: The tool aids in identifying potential errors or inconsistencies within the email content, allowing users to make corrections before sending, thus minimizing the risk of miscommunication.

3. Use of Personal Identifiable Information (PII):

• While we do not encourage the use of Personal Identifiable Information, handling PII data within Microsoft Copilot's Felcorp's business environment is allowed as no data is pushed outside our business environment. hence, not crawl-able on other Ai models or in Google search etc.

6. Quality Assurance and Review

All generated content must undergo a review process to ensure accuracy, relevance, and compliance with organisational standards. Managers or designated team leads should approve final content before publication or dissemination.

7. Compliance and Legal Considerations

Users must comply with copyright laws and ensure that the use of AI-generated content does not infringe on intellectual property rights. Adhere to all relevant industry standards and regulations regarding data privacy and ethical AI use.

8. Training and Support

Staff will have access to regular training sessions on generative AI best practices and the responsible use of AI software. Technical support will be available to assist with any issues or queries regarding AI tool usage.

9. Data Privacy and Security

1. Internal Business Environment: All generative AI activities must be conducted within the secure, internal environment of our organisation, governed by strict access controls and data protection protocols.
2. Data Handling: It is imperative that no data is uploaded to, or processed through, any non-approved AI tools. Microsoft Copilot is configured to prevent any data from leaving the controlled environment, thus ensuring compliance with our data privacy standards.

10. Compliance and Monitoring

1. Training and Awareness: All staff will receive training on the proper use of Microsoft Copilot and the security measures in place. They will be informed about the potential risks of using unauthorised AI tools.
2. Monitoring and Audit: Regular audits will be conducted to ensure compliance with this policy. Any violations will be addressed promptly, and corrective actions will be taken to prevent future occurrences.

11.  Enforcement

1. Non-compliance with this policy may result in disciplinary action, up to and including termination of employment. It is the responsibility of every employee to understand and adhere to these guidelines to maintain the integrity and security of our organisational data.
2. Breach of this policy, duly represents a breach of employee Code of Conduct.
3. A breach of this policy similarly represents general misconduct

12. Policy Review

The Generative AI Policy will undergo an annual review to ensure its relevance and effectiveness in maintaining data privacy and operational efficiency. This process will involve assessing any advancements in AI technology, changes in regulatory requirements, and feedback from operational staff and management. Any necessary amendments will be authorized by the senior management team and communicated to all affected employees. Staff are encouraged to provide suggestions or raise concerns regarding the policy at any time to facilitate continuous improvement.

13. Contact Us

For any questions or concerns regarding this policy, please contact us at:

Email: service@felcorp.com.au

Phone: + 61 2 9669 9375

Address: 37/453 Bourke St,  Surry Hills NSW 2010