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AI Policy

This policy establishes how a company manages the implementation and use of AI throughout the organization. It aims to ensure workers are aware of AI's emergence and risks, support responsible and ethical AI use, and comply with relevant laws. The policy covers acceptable AI uses, data privacy, regulatory compliance, governance, training, and related documents.

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Anand Mathew
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285 views3 pages

AI Policy

This policy establishes how a company manages the implementation and use of AI throughout the organization. It aims to ensure workers are aware of AI's emergence and risks, support responsible and ethical AI use, and comply with relevant laws. The policy covers acceptable AI uses, data privacy, regulatory compliance, governance, training, and related documents.

Uploaded by

Anand Mathew
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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ARTIFICIAL INTELLIGENCE

Policy

1. POLICY STATEMENT

Artificial Intelligence (AI) presents a wealth of opportunities balanced against risks for society, particularly
in the workplace. genU recognises the importance of adopting AI as a valuable and innovative tool in
assisting it to deliver its strategies but in a safe and responsible manner.

2. PURPOSE

This policy establishes how genU manages the implementation and use of AI throughout the organisation.
The objectives of this Policy are to ensure:
• genU workers are aware of the continuing emergence and integration of AI in the workplace;
• a culture that supports genU workers to explore the capabilities of AI, in particular the beneficial
development, deployment, and use of this emerging technology; whilst safeguarding against all
associated risks;
• the responsible and ethical use of AI aligned with our genU values;
• the use of AI is transparent to all clients, employees, and other related stakeholders; and
• genU’s compliance with relevant laws.

3. SCOPE

This Policy applies to genU and its related entities including all genU directors, employees, contractors,
students on placement, subcontractors, apprentices, trainees, work experience students and volunteers and
covers all genU-related functions and activities.

4. POLICY

4.1. Acceptable Use


genU workers are supported via innovation hubs or other means available within genU to use AI for the
collective improvements in how genU operates to further and better deliver its services. Likely
application of AI at genU includes but is not limited to:
• Automating repetitive tasks
• Streamlining and/or centralising processes and functions
• Development of policies, procedures, and standards
• Analysis of large datasets
• Trend analysis
• Informing evidenced based decision-making.

AI adoption and/or application at genU must be safe, secure, reliable and align with genU’s values and
strategic priorities. genU supports the Australian Government’s AI Ethics Principles being:
• Human, societal, and environmental wellbeing: AI systems should benefit
individuals, society, and the environment.
• Human-centred values: AI systems should respect human rights, diversity, and the
autonomy of individuals.
• Fairness: AI systems should be inclusive and accessible and should not involve or
result in unfair discrimination against individuals, communities, or groups.
• Privacy protection and security: AI systems should respect and uphold privacy rights
and data protection and ensure the security of data.
• Reliability and safety: AI systems should reliably operate in accordance with their
intended purpose.
Document Owner: General Counsel and Company Secretary. ID: LEGL-87 Page 1 of 3 Issue date: 17 August 2023
Approved by genU Board of Directors

Is this printed document current? Please check the Intranet or with your supervisor.
ARTIFICIAL INTELLIGENCE
Policy

• Transparency and explain ability: There should be transparency and responsible


disclosure so people can understand when they are being significantly impacted by AI
and can find out when an AI system is engaging with them.
• Contestability: When an AI system significantly impacts a person, community, group
or environment, there should be a timely process to allow people to challenge the use
or outcomes of the AI system.
• Accountability: People responsible for the different phases of the AI system lifecycle
should be identifiable and accountable for the outcomes of the AI systems, and human
oversight of AI systems should be enabled.
4.2. Confidentiality and Privacy
genU workers must ensure that all information personal or otherwise used in conjunction with AI are
kept safe, secure and in strict compliance with applicable laws and internal policies relating to
information/data security, privacy, and confidentiality.
4.3. Regulatory Compliance
genU workers must comply with applicable laws and regulations when using AI, including without
limitation:
• intellectual property;
• consumer protection;
• privacy and data security; and
• industry-specific laws and regulations.
4.4. Governance & Quality Control
All AI-generated content should be identified prior to any publication or disclosures. genU workers
using AI are responsible for verifying the accuracy, truthfulness, and appropriateness of AI-generated
content including ensuring the integrity of source data used. Caution and vigilance must be exercised
to safeguard against biased, discriminatory content or resulting unfair outcomes. Steps must be taken
to correct or address such issues as soon as they are made known.
genU developed AI systems must:
• be explainable and understandable to users, with clear disclosure of their capabilities, limitations,
and potential biases
• be designed to be resilient against adversarial attacks, system failures, and unintended
consequences such as unauthorized access, data breaches, and malicious use
• undergo appropriate risk assessments
• incorporate safety measures to protect against potential harm
• incorporate mechanisms for human control and intervention, particularly in regard to critical genU
client servicing functions
genU’s records information and management policy and procedure should be followed where relevant.
genU may conduct internal audits to ensure proper adherence and compliance.
4.5. Training and Awareness
genU will provide necessary training and/or awareness resources to ensure that users understand the
benefits, risks, and appropriate use of AI. genU workers are encouraged to report any concerns, issues,
or feedback to their managers.
4.6. AI Technologies & Tools
AI Technologies and Tools common to the workplace include, but are not limited to:
• ChatGPT (and other chatbots)
• Closed captions or subtitles in Zoom and other video conferencing platforms
• Predictive text features in emails and documents
• Siri, Cortana, Bixby, and other virtual assistants
Document Owner: General Counsel and Company Secretary. ID: LEGL-87 Page 2 of 3 Issue date: 17 August 2023
Approved by genU Board of Directors

Is this printed document current? Please check the Intranet or with your supervisor.
ARTIFICIAL INTELLIGENCE
Policy

• Google Maps and other GPS systems


• Voice-to-Text converters
genU promotes inclusive design principles in the development, deployment and access to AI
technologies but also recognises the potential for social and economic impacts on its adoption; and will
strive to support job transition, reskilling, and fair transition to new work opportunities for its staff.

5. BREACHES
Breaches of this policy may result in disciplinary action up to and including termination of employment.
Alleged criminal activity will be reported to the relevant authority, or other government body, as required by
the relevant legislation.

6. RELATED DOCUMENTS
This policy should be read in conjunction with genU’s current applicable policies and procedures, including
without limitation:
• Privacy Foundational Policy;
• Information Security Policy;
• Fraud and Corruption Control Policy and Procedure;
• Health, Safety and Wellbeing Policy; and
• Records Information and Management Policy and Procedure.

Document Owner: General Counsel and Company Secretary. ID: LEGL-87 Page 3 of 3 Issue date: 17 August 2023
Approved by genU Board of Directors

Is this printed document current? Please check the Intranet or with your supervisor.

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