Policy brief & purpose

Our organizations AI tool usage policy outlines best practices for use of artificial intelligence tools in our non- profit organization, with a focus on ensuring compliance with AI and GDPR regulations.This policy aims to provide guidance on the secure and responsible use of AI tools, especially when handling sensitive data and generating artistic images, in accordance with the legal requirements in Belgium and the European Union.

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Scope

Artificial Intelligence (AI) tools are transforming the way we work, and it is crucial to ensure their usage aligns with the principles of existing laws and regulations. This policy serves as a guide for our volunteers and participants on how to use AI tools safely, respectfully, and in compliance with existing regulations, particularly when it involves the processing of personal data and intellectual property. 

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Purpose

The purpose of this policy is to ensure that all volunteers use AI tools in a secure, responsible, and confidential manner, while adhering to the requirements set forth by existing regulations. The policy outlines the necessary steps to evaluate, select, and use AI tools, that comply with the legal and ethical standards of Belgium and the European Union.

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Policy statement

Our organization recognizes the risks associated with the use of AI tools and is committed to protect the confidentiality, integrity, and availability of all organizational and customer data. We require all volunteers to use AI tools in a manner consistent with the principles of AI, intellectual property and privacy laws and

regulations, as well as security best practices suitable and appropriate for an organization of our size, budget and purpose, and the current state of available technology.

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Security best practices

To ensure compliance with existing laws and regulations, all volunteers are expected to adhere to the following security best practices when using AI tools:

 

a. Evaluation of AI tools: Volunteers must only use AI tools that have been cleared by our Privacy Contact and are compliant with AI, intellectual property and privacy laws and regulations in Belgium.

b. Protection of personal data: Volunteers must not upload or share any personal data that is confidential, proprietary, or protected by applicable privacy and intellectual property laws and regulations without prior approval from the privacy contact. This includes data related to participants, other volunteers, or partners.

c. Access control: Volunteers must not provide access to AI tools outside the organization without prior approval from the Privacy Contact and in accordance with applicable security, privacy and intellectual property requirements. This includes sharing login credentials or other sensitive information with third parties.

d. Use of reputable AI tools: Volunteers should use only reputable AI tools developed by individuals or companies with established reputations. Any AI tool used by volunteers must meet our security, AI, intellectual property and privacy standards and should be marked as safe by our Privacy Contact before use. Volunteers should use only reputable AI tools developed by individuals or companies with established reputations. Any AI tool used by volunteers must meet our security, AI, and GDPR standards and should be approved by our Privacy Contact before use.

e. Compliance with security, AI, privacy and intellectual property policies: Volunteers must apply the same security best practices we use for all organization and customer data, ensuring compliance with applicable laws and regulations. This includes using strong passwords, keeping software up-to-date, and following our data retention and deletion policies.

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Data privacy

See Privacy policy.

 

Usage of AI for creative purposes

The organization supports the usage of AI image generation and text generation in specific circumstances that comply with AI and GDPR regulations:

AI image generation: AI tools can be used to generate ‘analog pictures’ when there is a need for a photo and no suitable database or stock photography is available. However, all other types of artwork, logos, and embellishments should be created by real, creative individuals. AI-generated photos should always include a watermark on the right bottom for transparency. AI text generation: AI tools can be used in a supporting role to assist writers with menial tasks, such as creating lists or organizing information. However, AI should not be used to generate creative writing, stories, or characters.

The organization supports the usage of AI image generation and text generation in specific circumstances that comply with applicable AI, privacy and intellectual property laws and regulations.

- AI image generation: AI tools can be used to generate ‘analog pictures’ when there is a need for a photo and no suitable database or stock photography is available. However, all other types of artwork, logos, and embellishments should be created by real, creative individuals. AI-generated photos should always include a watermark on the right bottom for transparency. 

- AI text generation: AI tools can be used in a supporting role to assist writers with menial tasks, such as creating lists or organizing information. However, AI should not be used to generate creative writing, stories, or characters.

We are aware of the problems that come with the use of AI for the creative industry and therefore we strive towards a site and project that only uses photos made by talented photographers and texts written by real human writers. In given time we hope to replace the selective AI photos and texts.

Review and revision

This policy will be regularly reviewed and updated to ensure compliance with existing laws and regulations. Any revisions to the policy will be communicated to all volunteers.

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Conclusion

Our organization is committed to ensuring the safe use of AI tools for all volunteers and participants, and the organization itself. By following the guidelines outlined in this policy, we aim to maximize the benefits of AI tools while minimizing the potential risks ethical dilemmas associated with their use, and ensuring compliance with applicable laws and regulations.

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Acknowledgement and compliance

All volunteers must read and sign this policy before using any AI tools for the organization. Failure to adhere to this policy may result in disciplinary action, up to and including termination of membership, and transfer of any resulting damages, claims and penalties.

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AI watermark

Looks like this: