IBT Online AI Policy Statement

At IBT Online, we recognize the value of generative AI tools, such as Microsoft Endpoint Manager, CoPilot, ChatGPT, ChatSpot, and others, in enhancing creativity and productivity in our work as a global digital agency. However, we are equally committed to using these tools ethically, legally, and responsibly to minimize risk for our clients and demonstrate best practices. This policy outlines our approach to AI usage, built on our core values and guiding principles to ensure the highest standards in our work.

Scope

This policy applies to all IBT Online team members using generative AI tools in the course of delivering services to our clients and collaborating with our partners.

Core principles and guidelines

Quality:

  • Approach with Caution: Generative AI tools are used primarily for research, brainstorming, and ideation. We are circumspect in how we apply these tools, recognizing that outputs can be prone to bias, misinformation, and inaccuracies.
  • Verification and Citation: All AI-generated content is carefully verified for accuracy and appropriateness. When using AI-generated insights, we check sources diligently and cite them as needed to maintain integrity and avoid the risks of misinformation.

Protection:

  • Compliance with Legal Regulations: IBT Online follows the latest developments in legal regulation around AI, copyright, and fair use of data. Our commitment is to protect our content, intellectual property, and our clients’ interests by adhering to these standards.
  • Risk Mitigation: We avoid using generative AI tools for any tasks that could lead to legal, reputational, or compliance risks. Content derived from AI is always assessed to ensure it aligns with our commitment to ethical and lawful practices.

Privacy:

  • Data Protection and Transparency: IBT Online will never input sensitive information, proprietary content, or private client data into generative AI tools. We adhere to strict data protection regulations and ensure transparency regarding how we use AI and manage data collection and storage.
  • Client Confidentiality: Maintaining the trust of our clients is paramount. Our use of AI tools is guided by a clear understanding of data privacy laws and regulations, ensuring that client data remains protected at all times.

General guidelines for AI usage

Do:

  • Use generative AI tools as an aid for creativity, ideation, and research while maintaining human oversight and judgment.
  • Verify AI-generated outputs for accuracy, ensuring they meet the high standards expected by IBT Online and our clients.
  • Disclose the use of AI tools to your supervisor and colleagues when contributing to significant tasks or deliverables, especially when outputs will be shared with clients or external partners.
  • Follow updates to this AI policy and related protocols to ensure our practices remain aligned with industry best practices and regulatory changes.

Do not:

  • Do not input, upload, or share any confidential, proprietary, or sensitive information belonging to IBT Online, its clients, or partners into generative AI tools.
  • Do not use generative AI tools in ways that could compromise our ethical standards, brand reputation, or commitment to diversity, equity, and inclusion.
  • Do not represent AI-generated work as your own original creation. Always disclose when AI has been used.
  • Do not integrate generative AI tools with any internal company systems or platforms without explicit written approval from both your supervisor and our IT service provider.

Approved generative AI tools

IBT Online has approved the following generative AI tools for specific work purposes:

  • Microsoft Endpoint Manager and CoPilot: For managing and optimizing IT resources and processes.
  • ChatGPT: For content generation, brainstorming, and research support.
  • ChatSpot: For sales and marketing automation, integrated with CRM activities.

Other tools may be approved by our IT service provider as needed and will be communicated accordingly.