Global Tech Partners Responsible & Secure AI Use Policy

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1. Purpose & Objective

The purpose of this policy is to establish a framework for the safe, ethical, and compliant use of Artificial Intelligence (AI) within Global Tech Partners. This policy aims to:

• Enable innovation and productivity through AI integration.

• Protect proprietary intellectual property (IP) and sensitive data.

• Ensure AI outputs are accurate, unbiased, and legally compliant.

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2. Scope

This policy applies to all employees, contractors, and third-party partners. It covers all forms of AI technology, including:

• Generative AI: Tools that create text, images, code, or audio (e.g., LLMs).

• Predictive Analytics: Models used for forecasting or decision support.

• Integrated AI: AI features embedded within existing enterprise software (SaaS).

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3. The "Human-in-the-Loop" Principle

AI is a collaborative tool, not a human replacement.

• Final Accountability: A human employee remains responsible for the final output, decision, or work product generated by an AI tool.

• Fact-Checking: Users must verify AI-generated information for "hallucinations" (false information), technical errors, and hidden biases before external or internal publication.

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4. Data Security & Privacy

Data protection is the highest priority. All AI usage is categorised by the data type:

 

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Critical Rule: Never input "Restricted" or "Confidential" data into any AI tool unless the Legal/IT department has confirmed the provider does not use your data to train their global models.

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5. Approved vs. Unapproved Tools

To manage the "Shadow AI" risk, Global Tech Partners, maintains a centralized registry of approved tools.

• Approved Tier: Tools that have passed a Security & Privacy Impact Assessment (SPIA).

• Restricted Tier: Tools allowed for specific departments or non-sensitive tasks.

• Prohibited Tier: Tools known for data-mining, copyright infringement, or lack of security controls.

Requesting New Tools: Any AI tool not on the approved list must be submitted to the IT Manager for a vendor risk assessment.

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6. Ethical Use & Non-Discrimination

AI must be used in a manner that reflects Global Tech Partner’s values.

• Bias Mitigation: Users must actively check for and correct biases in AI outputs that could lead to unfair treatment of individuals or groups.

• Transparency: When AI is used to interact with customers or make significant decisions (e.g., hiring, lending, or pricing), its use must be disclosed where required by law or company ethics.

• Prohibited Actions: Using AI to create deceptive content (Deepfakes), bypass security controls, or engage in plagiarism is strictly prohibited.

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7. Intellectual Property & Copyright

• Company IP: Do not use AI to generate content that relies on the trade secrets of competitors.

• AI Ownership: Be aware that AI-generated content may not be eligible for copyright protection under current laws. Significant human modification is required for work to be considered company-owned IP.

• Third-Party Rights: Users must ensure that AI-generated assets do not infringe on existing trademarks or copyrighted material.

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8. Compliance & Governance

• Monitoring: Global Tech Partners reserves the right to audit and monitor AI prompts and outputs for security and compliance purposes.

• Training: All staff must complete the "Secure AI Fundamentals" training before being granted access to Enterprise AI tools.

• Reporting: Any suspected data leak or AI-related security incident must be reported immediately to management.

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Acknowledgment

By accessing our systems, I acknowledge that I have read and agree to this Responsible & Secure AI Use Policy.

Reviewed 30th of March, 2026.