Artificial Intelligence (AI) Use Policy
The purpose of this policy is to outline the principles, responsibilities, and acceptable practices for the use of Artificial Intelligence (AI) technologies at XTRM Group. This ensures AI tools and systems are used ethically, safely, and in alignment with legal and organizational values.
Artificial Intelligence (AI) and Generative AI tools, such as DeepSeek, ChatGPT, Microsoft Copilot, Claude, and countless others are tools that can enhance learning, increase productive, and improve the quality of work.
However, to ensure ethical behaviors and encourage original thought, the following policy outlines acceptable and unacceptable uses of AI tools at XTRM Group:
- Scope
This policy applies to all employees, contractors, consultants, and partners of XTRM Group who use or interact with AI tools, software, platforms, or systems—whether developed in-house or obtained from third-party vendors.
- Acceptable Use of AI
AI technologies may be used at XTRM Group for the following purposes:
- Business Analytics & Decision Support: Using AI-driven insights to improve forecasting, reporting, and strategy.
- Process Automation: Streamlining administrative or repetitive tasks (e.g., HR, finance, logistics).
- Customer Service: Supporting clients via AI-powered chatbots or virtual assistants.
- Data Management: Assisting in data analysis, categorization, and reporting functions.
- Security & Compliance: AI-enabled tools for fraud detection, threat analysis, and regulatory monitoring.
- Ethical and Responsible Use
AI must be used in ways that respect human rights, privacy, and dignity. At XTRM Group, AI applications must be transparent and explainable, especially when used for decision-making affecting individuals or clients. Employees must not use AI to deceive, manipulate, or misinform stakeholders or the public. AI must not be used to process personal or sensitive data without proper authorization and compliance with data protection laws.
- Restrictions and Prohibited Uses
Employees are prohibited from using AI tools to create or distribute fake content, deepfakes, or misinformation, allowing AI to make autonomous decisions on hiring, disciplinary action, or financial approvals without human oversight, sharing confidential or proprietary company data with public or unvetted AI tools, and using AI systems for surveillance or profiling without legal justification and internal approval.
- Data Privacy & Confidentiality
All data used by AI systems must comply with XTRM Group’s Data Privacy Policy and applicable data protection regulations. Employees must avoid inputting client-sensitive, financial, or personally identifiable information into external AI platforms unless secured and pre-approved.
- Human Oversight
AI systems at XTRM Group must be monitored by qualified human operators who is working under the supervision of the IT Officer and the Operations Manager. Decisions made with AI assistance must be subject to review and accountability by these in consultancy with the Managing Partner. XTRM Group maintains the right to override or discontinue any AI-generated output if deemed inappropriate or inaccurate.
- Training & Awareness
All employees using AI tools must undergo regular training on AI use, ethics, data security, and compliance. Managers are responsible for ensuring their teams understand and apply this policy appropriately.
- Third-Party AI Tools
Any AI software or service acquired from third parties must go through an IT and Legal review for security vulnerabilities, licensing and data sharing terms, and compliance with organizational standards.
- Reporting Violations
Suspected misuse of AI or breaches of this policy must be reported immediately to the IT Officer who, in return, will report to the Operations Manager. XTRM Group will investigate violations and may apply disciplinary measures, including suspension or termination.
- Policy Review
This policy will be reviewed annually or upon significant advancements in AI technologies or changes in legal frameworks.
Lasted Updated: 1/7/2025