ARTIFICIAL INTELLIGENCE POLICY

This Artificial Intelligence Policy (hereinafter referred to as” Policy”) is effective from [INSERT DATE ON WHICH THE POLICY COMES INTO FORCE] and applies to all the employees of the [INSERT NAME OF THE COMPANY] (hereinafter referred to as “Us” or “we” or “Company”).

This policy outlines the clear standards and principles to be followed by every employee of the company, ensuring a safe and responsible use of artificial intelligence within the Company. By upholding these values we can collectively contribute to the success of our company and maintain the trust and confidence of our clients, partners, and colleagues.

1. INTRODUCTION
   1. Artificial intelligence (AI) holds tremendous potential to advance innovation and improve efficiency in various aspects of life. This policy aims to provide procedures and guiding principles to ensure that development and deployment of AI within the company is conducted responsibly, ethically and in the best interests of the society.
2. PURPOSE
   1. The purpose of this policy is to establish a comprehensive framework for the responsible use and development of artificial intelligence technologies, keeping in view the associated potential risks, regulatory frameworks and ethical concerns. This policy aims to ensure that AI advancements contribute positively to the society, fostering innovation, inclusivity and transparency in the AI ecosystem. We encourage our employees to familiarize with the guidelines outlined in this policy and to seek guidance when facing ethical dilemmas. This policy aims at maintaining an inclusive, safe and productive workplace for every working individual in our company.
3. SCOPE
   1. This policy applies to all [INSERT NAME OF THE COMPANY] employees, contractors, or any third-party involved with the development of AI Technologies within the Company. In circumstances where an employee’s behavior or conduct may involve a breach of this policy. The Company might take disciplinary or termination actions based upon the set guidelines in this policy.
4. POLICY STATEMENTS
   1. Ethical concerns: AI technologies must be developed and used in accordance with ethical principles.
      1. Fairness- Our Company is committed to fairness in all aspects of artificial intelligence. Employees must ensure that all AI systems are designed and utilized in a manner that upholds principles of equity and fairness.
      2. Accountability- Accountability entails clarifying roles, responsibilities and holding individuals responsible for their actions. Developers and employees are expected to uphold accountability in the development and utilization of AI technologies. This includes transparently documenting AI related concerns and taking responsibility for the outcomes of AI under their purview.
      3. Transparency-Employees are expected to provide clear documentation of AI processes, algorithms and decision making criteria.
      4. Communication- Employees should openly communicate any limitations and potential risks associated with AI to concerned individuals.
   2. Security concerns : As part of our AI policy, our company prioritizes the following security measures;
      1. Data security- Employees must implement appropriate technical and organizational measures to protect sensitive AI information such as software, source codes etc. against accidental or unlawful destruction, loss, alteration, or unauthorized access.
      2. System Security- All physical and electronic assets such as computers, laptops and mobiles containing AI information will be monitored regularly to ensure protection of data and security of assets from malware threats, reducing the risk of loss, theft and damage.
      3. Access control- Access to AI information systems and data should be granted based on the principle of least privilege, ensuring that individuals have only the access necessary to perform their job responsibilities.
      4. Authentication and Password Management- Strong authentication mechanisms, such as complex passwords, two-factor authentication, or biometric authentication, should be employed to protect user accounts.
   3. Potential Risk Concerns: We acknowledge that the deployment of AI technologies introduces us to various potential risks that must be mitigated effectively.
      1. Risk Assessments- Company will conduct security risk assessments to identify potential risks associated with the development of Al.
      2. Risk mitigation- Company will implement testing procedures and contingency plans to mitigate potential risks associated with AI technology upgrades, ensuring a smooth transition.
      3. Monitoring- Employees must continuously monitor the performance of AI systems under their purview to identify any deviations, performance issues, or potential biases that may arise over time.
      4. Incident Reporting- Designated team will work diligently to resolve the incident, restore normal operations, and implement necessary corrective actions to prevent similar incidents in the future. Users affected by the incident will be provided with guidance and support as needed to mitigate potential harm or loss.
      5. Documentation- Employees must maintain records of all reported incidents, including details of the incident, investigation findings, and actions taken. These records will be used for analysis and improvement of security measures.
5. TRAINING AND SECURITY AWARENESS
   1. Employees will be trained and educated on safe browsing habits, phishing awareness and how to report potential threats.
   2. All employees are required to complete security training sessions as mandated by Company's training schedule.
   3. Content of training shall include but not limited to the following:
      1. Password management.
      2. Data classification and handling.
      3. Phishing and social engineering awareness.
      4. Physical security.
      5. Reporting security incidents.
   4. The Company will promote security awareness through regular communication, reminders, and awareness campaigns.
6. CONFIDENTIALITY, INFORMATION SECURITY, PROPRIETARY INFORMATION AND INTELLECTUAL PROPERTY
   1. We are committed to business information confidentiality, integrity and accessibility, we implement proper technical security measures this and it is our staff’s obligation to uphold this. Proprietary information includes all non-public information that might be harmful to the company or its customers, business partners if disclosed to unauthorized parties. All staff must handle any such information as secret. It also covers that, no one is entitled to trade with securities while in possession of non-public information or deliver non-public information to others that could have impact on the securities. Every rule ensuring information security must be followed all times.
   2. Employees must maintain the confidentiality of the company and sensitive information. Sharing sensitive information with unauthorized individuals is strictly prohibited.
7. COMPLIANCE WITH THE LAWS REGULATIONS
   1. Employees working within the Company must adhere to the required applicable IT laws and regulations. The employee must comply with company’s policies and procedures with respect and dignity. We expect our employees to be responsible when dealing with our company’s finances and valuable resources
   2. Employees and Supervisors must stay informed about the laws relevant to their roles and responsibilities and ensure that their actions and decisions align with legal standards of the Company.
8. REVIEW AND REVISION
   1. This policy will undergo regular reviews to ensure its ongoing relevance and effectiveness. Updates will be made as needed to reflect changes in applicable security laws, technological advancements, and industry standards.
9. COMPLIANCE
   1. Compliance with this policy and applicable laws should be regularly monitored and audited to identify and address any potential gaps or non-compliance.
   2. Any identified breaches or non-compliance should be promptly investigated and appropriate corrective actions should be taken.
10. CHANGES TO THE POLICY
    1. We reserve to right to update and make changes to this policy from time to time based on the working conditions of the Company. The Company on updating this policy will inform the members of the Company.
11. FURTHER INFORMATION
    1. For any queries or further Information regarding our Company or about this Policy, the concerned person can contact us through email[ INSERT COMPANY’S EMAIL ADDRESS]
12. ACKNOWLEGEMENT
    1. We expect all employees to adhere to this policy of the Company. The Company will apply this policy consistently and fairly to ensure a harmonious and productive workplace for all.
    2. By signing below, you acknowledge that you have carefully read and understood the terms and contents of this policy.
    3. You acknowledge that you will follow the set guidelines of this policy as well as of the Company and failure to do so; the Company can take Disciplinary action against such individual.

COMPANY                  

[INSERT COMPANY’S NAME]            

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