Responsible AI Usage Policy

Artificial Intelligence (AI) holds immense significance in the marketing landscape, presenting unparalleled opportunities for content creation and customer engagement. Nevertheless, the immense power it wields demands responsible action. Therefore, this AI usage policy has been meticulously crafted to provide guidance to our team, ensuring the responsible, transparent, and ethical utilization of AI in their work. The objective of this policy is not to impede creativity or innovation; rather, it is intended to guarantee that our use of AI remains aligned with our core corporate values and upholds the rights of our valued customers.

 

Guidelines for Responsible AI Usage

Transparency

At our company, we leverage the power of AI to support some content development. To ensure transparency, accountability, quality, and privacy, we strictly adhere to robust internal AI usage standards. These standards serve as our safeguard against biases, fortify data security, and uphold our unwavering commitment to ethical marketing practices. It's important to note that while AI assists in content creation, it does not fully automate the process. We meticulously shape and review every piece of content, combining the expertise of our human team, who possess a deep understanding of our audience, with the capabilities and limitations of AI. Rest assured, our content is a perfect blend of human touch and cutting-edge technology.

 

Tool Selection

The following AI tools have been approved for use in our company. DO NOT use any tools outside of those on this list or approved in writing by our security team on company devices or to do company related work.

Jasper
Lumen5
HubSpot native AI

 

Accountability

Responsibility cannot be delegated to a machine. It is crucial to bear in mind that humans are ultimately answerable for the actions of AI. AI serves as an assistant, not a substitute for sound judgment. Our company policy strictly prohibits the publication or dissemination of content exclusively generated by AI without human input or thorough review for precision and quality. Furthermore, in the event of any adverse consequences resulting from AI-assisted content, it is imperative that we assume responsibility and take appropriate measures to rectify the situation.

 

Use Cases That Should Not Leverage AI

While there are many positive use cases of AI assistance in our work, there are specific types of work in which we have decided as a company to restrict the use of AI. Do not use AI for the following:

  • Legal contracts

  • Communication with clients

  • Performance reports

  • Financial documents

  • Employee training materials

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Addressing Specific Issues

Bias

AI systems acquire knowledge from the data they receive, which can inadvertently perpetuate biases present in their training material. While many language models employ filters to mitigate the risk of bias or harmful outputs, relying solely on filters is insufficient. It is our duty to guarantee that the content we generate undergoes thorough review to identify potential biases and is developed with inclusivity and accessibility in mind. Every member of the Wave team is obligated to undergo external Diversity, Inclusion, Cohesion and Equity training, which bolsters our commitment to fostering a diverse and equitable environment.

 

Privacy

Safeguarding our customers' privacy is paramount. Please refer to our curated selection of approved tools that boast reliable privacy policies. It is imperative that we refrain from feeding customer data into any AI tools or LLMs. Additionally, we must fiercely protect our intellectual property (IP). By adhering diligently to the aforementioned list, we can bolster the security of our data and IP, and prevent their misuse in training publicly accessible language models.

 

Security

AI systems are vulnerable targets for cyber-attacks. Before implementing any AI tools beyond the approved list, it's crucial to engage with the security team. Together, let's strengthen the protection of our company devices.

 

Ethical Considerations

AI must never be employed to deceive or manipulate customers. It is imperative that all AI-generated content consistently adheres to our corporate values and ethical standards. Consequently, a rigorous review process is in place to identify and mitigate bias, inaccuracies, and other potential risks in AI-generated content. Rest assured, our commitment to transparency and accountability remains unwavering.

 

Impersonation

It is our company policy that employees should not use AI to impersonate any person without their expressed permission. AI can allow you to create “in the style” of public figures; as a policy we do not do that in our company. Designated employees may, with permission and review, use AI to mimic the writing style of a current Wave Marketing employee for the purposes of ghostwriting or editing content from that individual.

 

Training Employees on AI Usage

It is imperative that all employees engaged in content creation with AI undergo comprehensive training. Such training should encompass technical proficiency in AI utilization as well as a deep understanding of the ethical considerations outlined in. By doing so, we ensure a well-informed and capable workforce that can create impactful content while upholding our values.

 

Best Practices for Implementation

To practically implement this policy, always follow these steps:

  1. Understand the AI system you're using, including how it works and its potential limitations.
  1. Ensure that every new hire and existing employee you manage has read this policy.

  2. For specific tools, document or use materials from the company to document its functionality, limitations, and our company standards for using the technology.
  1. Continually update your knowledge and training as AI technology evolves.