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AI Policy

Policy statement

Capsule Marketing is committed to fostering a productive and responsible workplace environment, which includes embracing technological advancements where appropriate while respecting legal and ethical considerations and data security. We recognise that generative AI has the potential to increase efficiency in the workplace, improve decision-making and drive innovation. We also recognise that with these benefits come potential risks, including data protection breaches, copyright issues, the protection of confidential information, ethical considerations and compliance with wider legal obligations.  The aim of this policy is to outline the appropriate use of Generative Artificial Intelligence (AI) within the workplace to address these risks and help ensure responsible use of this technology.

Application of this policy

Capsule Marketing reserves the right to amend this policy at any time.

This policy applies to anyone working for Capsule Marketing. This includes employees, workers, volunteers, interns and apprentices and third parties, such as contractors and freelancers.

What is generative AI?

Generative AI (artificial intelligence) refers to the use of AI or chatbots to engage in conversations with users to create new text, images and other media in response to user instructions (‘prompts’).  It does this by drawing on extensive data from the internet.

Acceptable use

Capsule Marketing encourages employees to use generative AI for work activities responsibly, primarily for enhancing productivity and creativity in their respective roles. Employees should use Generative AI tools provided or approved by Capsule Marketing, such as but not limited to:

  • Adobe Firefly
  • Claude (Team Subscription)
  • ChatGPT (Pro Subscription)
  • Gemini (Business Suite Subscription)
  • GiTM
  • Google AI Studio 
  • Granola
  • Midjourney
  • NotebookLM 
  • Loveable

Examples of the types of tasks that AI tools may be used for at work include, but are not limited to:

  • brainstorming ideas;
  • conducting basic research;
  • drafting marketing content;
  • dictation and transcribing;
  • language translation; and/or
  • proofreading, grammar and spelling checking

All those who work for Capsule Marketing must comply with the rules of use set out in this policy and in Capsule Marketing’s data protection policies.

If someone who works for Capsule is unsure about using generative AI for work-based tasks, they are advised to speak to their manager for further advice.

Prohibited use

Due to the higher risk to Capsule Marketing and others of using generative AI for these activities, those who work for Capsule Marketing are strictly prohibited from using generative AI to:

  • carry out any task that has legal and/or financial consequences for Capsule Marketing or its clients, such as for drafting contractual documents or correspondence, or other legal documents;
  • make decisions regarding employees, such as carrying out any part of a grievance and/or disciplinary procedure, or in task allocation or performance management, or for any other decisions in relation to employees or when recruiting staff;
  • carry out any task that requires inputting Capsule Marketing’s confidential information and/or personal data of employees, clients, customers or other third parties.
  • carry out any task that requires inputting any client confidential information and/or personal data of employees, financial or marketing performance data, customer data or other third-party data
  • use AI data without human intervention or data proofing

Data Privacy and Confidentiality

All those who work with Capsule must adhere to its data protection and confidentiality policies and data protection privacy notices when using generative AI. In particular, when using generative AI, do not input confidential content that belongs to or relates to Capsule Marketing. This includes, but is not limited to, inputting and/or sharing:

  • confidential details of Capsule Marketing’s clients, customers, suppliers, agents, partners, employees or shareholders;
  • information relating to the security of any of Capsule Marketing’s premises or its computer, telephone and communications systems;
  • any information relating to the trading position, business, products, services, affairs and finances of Capsule Marketing and its clients that is not already in the public domain;
  • customer lists, technical information and know-how comprising trade secrets and information that you are told is confidential, or can reasonably be expected to be confidential and any other information that is provided to you, by Capsule Marketing in confidence.

To avoid any data protection breach, it is prohibited from sharing individuals’ personal data with any generative AI tool.

Personal data is any information that relates to a living individual who can be identified from that information.

Copyright

All those who work for Capsule must ensure compliance with copyright and intellectual property laws as far as possible when using AI to generate content.  Whilst the law in the area of AI and copyright is still developing, data provided by generative AI may inadvertently include copyrighted works or someone’s intellectual property. To reduce the risk of copyright infringement, it is prohibited from copying, reproducing and/or distributing entire or substantial parts of output from a generative AI tool in work-related output.

Bias

Generative AI is prone to bias due to the data it is trained on, such that output from these tools may lead to bias against certain groups of people.

For this reason, anyone who is using output from any of these tools in their work must review it to remove any bias so far as possible and to ensure it complies with Capsule Marketing’s Equal Opportunities Policy and Diversity & Inclusion Policy at all times.  All those who work for Capsule are required to report any bias issues to their manager.

Accuracy and Quality Control

AI-generated content may not always be error-free. All those who work for Capsule must verify any generated content, prior to relying on it, using more credible sources and ensure that they review and edit content generated by AI as required to ensure its accuracy and quality before sharing it.

Training and Support

Capsule Marketing will provide training and support to employees using generative AI tools to ensure they are aware of best practices, ethical considerations and potential risks.

Monitoring

Capsule Marketing may monitor the use of generative AI to ensure compliance with this policy and other relevant Company policies. Capsule Marketing reserves the right to monitor all content (including but not limited to any prompts or outputs) on any generative AI application used for work purposes, or during working hours where unauthorised personal non-work-related use is excessive. This will only be carried out to the extent permitted by law, in order for us to comply with a legal obligation or for our legitimate business purposes, including, without limitation, in order to:

  • prevent misuse of the content and protect our confidential information (and the confidential information of our customers, clients and suppliers);
  • ensure compliance with our rules, procedures and policies in force from time to time (including this policy);
  • ensure there is no unauthorised use of Capsule Marketing’s time, for example, to check that an employee has not been using generative AI tools for personal, non-work-related use during working hours;
  • ensure that Capsule Marketing’s workforce does not use our facilities or systems for any unlawful purposes or activities that may damage our business or reputation;
  • comply with legislation and Company policies for the protection of copyright and other intellectual property rights in the output.

Enforcement and disciplinary action

A breach of this policy may amount to a disciplinary offence.  For an employee, depending on the seriousness of the offence, it may amount to potential gross misconduct and could result in summary dismissal. For staff who are not employees, depending on the seriousness of the offence, it could result in the termination of their contract with Capsule Marketing.

All those who work for Capsule are required to cooperate with any Company investigation into a potential or actual breach of this policy by permitting access to Capsule Marketing to the generative AI tool used, including by disclosing their password to Capsule Marketing for this purpose.

Reporting Concerns

Employees who suspect violations of this policy or have concerns about the ethical use of generative AI should report them to their manager.