AI Policy

Purpose

This policy outlines how artificial intelligence (AI) tools may be used within or for ProAdvocate Group. It applies to all employees, contractors, and third-party vendors who use AI tools in the course of their work with or for the company. The goal is to support responsible, secure, and ethical use of AI while minimizing foreseeable risks. 

Definitions

For clarity, here are some of the definitions we may use to define artificial intelligence use throughout our policy at ProAdvocate Group:

  • Artificial intelligence (AI): Software that mimics human intelligence to perform tasks like analyzing data, researching, making decisions, or generating content. 
  • Generative AI: A type of AI that can produce new content, such as text, images, or code (e.g., Claude, ChatGPT, GitHub Copilot, Google Gemini, Grok). 
  • Machine learning: Algorithms that improve through experience and data exposure, often used behind the scenes in AI tools. These tools include, but aren’t limited to, public or enterprise versions of language models, image generators, automation platforms, and internal AI applications. 

Authorized Use Guidelines

At ProAdvocate Group, we are encouraged to explore AI tools for efficiency and creativity; however, with clear limits:

Acceptable Uses: 

  • Summarizing meeting notes or internal reports. 
  • Drafting first versions of internal communications.
  • Automating repetitive tasks (e.g., Newsletters, Social media optimization). 
  • Majority approved creative tasks in pursuit of artistic and brand purposes.

Unacceptable Uses

  • Generating member-facing content without human review, approval, or accountability.
  • Using AI to replace human judgment in decision-making processes. 
  • Uploading or training tools on sensitive or proprietary data (e.g., Member Data, Financial Records, Personal Employee Information, Legal documents).
  • Using AI-generated content to mislead others.
  • Creating deepfakes, impersonating individuals, or fabricating information.
  • Using AI tools for personal gain during work hours or on company systems.
  • Circumventing laws or compliance requirements using AI.
  • Developing or deploying unapproved AI applications within the company infrastructure.

Policy Review and Update Process

This policy will be reviewed internally and updated every 12 months at the start of Q3, or sooner if AI capabilities or risks shift significantly. Employees are encouraged to share feedback so the policy stays up-to-date, accurate, and useful.