Artificial Intelligence (AI) Chatbot Usage Policy

Last Updated: August 9th, 2023

Artificial Intelligence (AI) Chatbot Usage Policy

Purpose

With the increasing popularity of generative AI chatbots such as OpenAI’s ChatGPT and Google’s Bard, it has become necessary to outline the proper use of such tools while working at Barkera™. While we remain committed to adopting new technologies to aid our mission when possible, we also understand the risks and limitations of generative AI chatbots and want to ensure responsible use. Our goal is to protect employees, volunteers, interns, clients, suppliers, customers and the company from harm.

Overview

While AI chatbots can be used to perform a variety of functions, this policy addresses only the use of a web-based interface to ask or “prompt” the chatbot in a conversational manner to find answers to questions or to create or edit written content.

Some examples of what could be created using an AI chatbot include:

Emails and letters
Blog posts, reports and other publications
Sales and advertising copy
Policies and job descriptions
Spreadsheet calculations
Foreign language translations
Coding development or debugging
Research
Document or information sorting
Outlines or summaries of internal or external information
There are, however, risks in using this technology, including uncertainty about who owns the AI-created content and security/privacy concerns with inputting proprietary company information or sensitive information about an employee, volunteers, interns, client, customers, etc., when interacting with the chatbot. Additionally, the accuracy of the content created by these technologies cannot be relied upon, as the information may be outdated, misleading, or—in some cases—fabricated.

Eligibility

This policy applies to all employees, volunteers, and interns, of Barkera™ and to all work associated with Barkera™ that those employees, volunteers, and interns, perform, whether on or off company premises.

Policy

Limited use of generative AI chatbots will be allowed while performing work for Barkera™ with the approval of your [manager/director/etc.]. Company email addresses, credentials or phone numbers [can/cannot] be used to create an account with these technologies. No company data of any kind may be submitted (copied, typed, etc.) into these platforms.

Employees, volunteers, and interns wishing to use generative AI chatbots must inform their management team in writing how and why it is used, and/or the management team will assign usage as per job duty.

Managers must approve or deny requests.

All AI-generated content must be reviewed for accuracy before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by the chatbot, that information cannot be used for work purposes.

Acceptable uses include: (per job role)

For general-knowledge questions meant to enhance your understanding on a work-related topic.
To brainstorm ideas related to projects you are working on.
To create formulas for Excel spreadsheets or similar programs.
To develop or debug code, to be verified before deployment.
To draft an email or letter
To conduct various research
To summarize online research or to create outlines for content projects to assist in full coverage of a topic. Only content written by employees, volunteers, and interns, may be included in a final product.

Unacceptable uses include:

Using any text created by an AI chatbot in final work products of any kind.
Copying and pasting, typing, or in any way submitting company content or data of any kind into the AI chatbot.
Failing to properly cite an AI chatbot when used as a resource.
Using Barkera™, Barkera Corp. or various Barkera Sub Brands in the AI chatbot
Using Management or names of individuals who are part of the Barkera Organization

Account:

All individuals using a chatbot must use an approved company (ChatGPT, Google Bard…) account for conducting acceptable uses (i.e. RESEARCH). DO NOT USE YOUR PERSONAL ACCOUNT UNLESS APPROVED BY YOUR MANAGER.

Training

All managers will be trained on the proper use of generative AI chatbots in the workplace.

All individuals using AI chatbots for work purposes must attend training on the proper use of these technologies before doing so.

All questions related to this training should be addressed with your management team.

Scheduling Use:*

All individuals who are sharing a company account (i.e. ChatGBT) must communicate with other team members their schedule so two individuals are not using the account at the same time. Only the Management team should Mass Clear Chats out of the associated technology.

Ethical Use

Employees must use generative AI chatbots in accordance with all Barkera™’s conduct and anti-discrimination policies. These technologies must not be used to create content that is inappropriate, discriminatory or otherwise harmful to others or the company. Such use will result in disciplinary action, up to and including termination.

Monitoring

Barkera™’s Technology Policy and Content Policy still apply when using generative AI chatbots.

If you have any questions regarding this policy, please contact your direct manager.