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Artificial Intelligence Policy

At October Social Media, we responsibly leverage Artificial Intelligence (AI) to optimize our services. This includes but is not limited to tasks like content creation, social media management, and data analysis. We use AI tools responsibly to enhance our services while maintaining strict confidentiality and compliance with all data privacy regulations, especially for our clients in regulated industries.

Our AI usage is transparent, and we prioritize human oversight to ensure accuracy and quality in all our work. We use AI to enhance, not replace, human expertise, ensuring all content meets our rigorous quality standards.

Purpose

This policy outlines acceptable use of Artificial Intelligence (AI) tools by October Social Media (OSM) contractors and employees in the execution of their job responsibilities and the delivery of client work. The policy aims to promote responsible AI use that aligns with the company’s values, client confidentiality requirements, and legal obligations, particularly concerning data privacy and security of our clients in regulated industries.

Policy Scope

This policy applies to all OSM employees, contractors, and vendors who use AI tools in connection with their work for OSM. It covers the use of AI tools for a range of tasks, including but not limited to:

  • Content creation and editing
  • Social media management
  • Data analysis and reporting
  • Project management
  • Communication and collaboration

Guiding Principles

  1. Transparency: Employees must be transparent with clients about the use of AI in projects, especially when AI tools are used to generate content or make significant decisions.
  2. Accuracy and Quality: AI tools should be used to enhance, not replace, human expertise. Employees are responsible for ensuring the accuracy, quality, and originality of all work produced with AI assistance.
  3. Confidentiality and Data Security: Employees must comply with all applicable data privacy and security regulations when using AI tools. Client data must never be shared with AI platforms without explicit consent and proper anonymization.
  4. Ethical Considerations: AI tools must be used ethically and responsibly. Employees should be mindful of potential biases in AI outputs and avoid using AI in ways that could be discriminatory or harmful.

Acceptable Use of AI

  1. Employees may use AI tools to automate repetitive tasks, improve efficiency, and gain insights from data.
  2. AI tools can be used to assist with content creation, but employees must review and edit AI-generated content to ensure accuracy, originality, and alignment with OSM’s quality standards.
  3. Employees must obtain explicit client consent before using AI tools to process or analyze client data.

Unacceptable Use of AI

  1. Employees may not use AI tools to generate content that is intended to deceive or mislead clients or the public.
  2. AI tools may not be used to make decisions that could have a significant impact on clients without human oversight and approval.
  3. Employees may not share confidential client data with AI platforms without proper authorization and security measures.
  4. AI tools may not be used in any way that violates applicable laws or regulations.

Reporting Concerns

  1. Employees who have concerns about the ethical implications of an AI tool, potential misuse, or policy violations should report these concerns to their supervisor.

Training and Resources

OSM will provide training and resources to help employees understand and comply with this policy. Employees are expected to stay informed about best practices for responsible AI use.

Current existing resources can be found here:

Consequences of Policy Violations

Violations of this policy may result in disciplinary action, up to and including termination of employment.

Policy Review and Updates

This policy is reviewed and updated periodically to reflect changes in technology, regulations, and company practices

AI In Client-Facing Communications Policy

Purpose
This policy outlines the specific guidelines for using Artificial Intelligence (AI) in client-facing communications at OSM. It aims to ensure transparency, responsible content attribution, and effective management of client expectations regarding AI use.

Policy Scope
This policy applies to all OSM employees, contractors, and vendors who use AI tools to create or contribute to client-facing communications. This includes but is not limited to:

  • Social media posts and interactions
  • Website content
  • Blog posts and articles
  • Email marketing campaigns
  • Reports, strategies, and presentations
  • Client proposals and pitches
  • All client outputs and deliverables


Transparency and Disclosure

  • Clear Communication: Employees must be transparent with clients about the use of AI in developing client-facing communications.
  • Informed Consent: When AI tools are used to generate significant portions of content or make key messaging decisions, employees must obtain informed consent from clients. This is done by disclosing our AI use during the signing of the contract and during the client onboarding via the project kick-off meeting.
  • Open Dialogue: Employees should proactively engage in discussions with clients about how AI is being used to enhance communication effectiveness.


Content Attribution

  • Originality and Authorship: OSM Contractors and Employees must ensure that AI-generated content is original, factual, and aligns with OSM’s quality standards.
  • Human Oversight: AI should be used as a tool to assist in contractor and employee tasks as it relates to their job title and role not as a replacement for human expertise.
  • All AI-generated content must be reviewed, edited, and approved by a human employee.


Managing Client Expectations

  • Realistic Expectations: Employees should set realistic expectations with clients regarding the capabilities and limitations of AI in communication tasks, if and when asked by Clients.
  • Value Proposition: Clearly communicate the value and benefits of using AI to enhance client communications, such as increased efficiency, data-driven insights, and improved personalization.
  • Address Concerns: Be prepared to address client concerns about AI use, including ethical considerations, potential biases, and data privacy by referring to OSM’s overall AI policy to answer Client questions and concerns.


Training and Resources
OSM will provide training and resources to help employees understand and comply with this policy. Employees are expected to stay informed about best practices for responsible AI use in client-facing communications.

Consequences of Policy Violations
Due to the nature of OSM’s work in regulated industries and the subsequent data privacy violations associated with the work, violation of this policy is strictly prohibited and may result in disciplinary action, up to and including immediate termination of employment. AI tools provided by the company for contractor and employee use are closely monitored by the company.

Policy Review and Updates
This policy is reviewed and updated periodically to reflect changes in technology, client needs, and industry best practices.