At CAP.CO, we embrace the use of Artificial Intelligence (AI) tools to support creativity, innovation, and productivity across the business. We encourage the whole team to use AI responsibly for inspiration and idea development. However, to protect our clients, our business, and our people, it is essential that no confidential or commercially sensitive information is shared with AI platforms. This policy outlines how AI can be used appropriately and securely within our organisation.
This policy sets out CAP.CO’s position on the use of Artificial Intelligence (AI) tools (including, but not limited to, OpenAI’s ChatGPT, Google Gemini, and Microsoft Copilot) to ensure responsible, secure, and ethical use within the business.
This policy applies to all employees, contractors, and partners who use AI tools for work-related tasks or on behalf of CAP.CO.
– CO supports the responsible use of AI for idea generation, creative exploration, process efficiency, and problem-solving.
– AI should be used as a support tool, not a replacement for professional judgment or expert review.
– All outputs from AI tools must be critically evaluated before being used or shared internally or externally.
– To protect the confidentiality and commercial interests of CAP.CO and our clients:
– Do not input any confidential, proprietary, personal, or commercially sensitive information into AI systems.
– Examples of prohibited information include:
– Client names, contact details, or project data
– Financial or contractual information
– Internal strategies or business plans
– Employee or subcontractor personal data
– AI platforms, such as OpenAI’s ChatGPT, may retain or use input data to improve their models, unless explicitly stated otherwise. Therefore, treat any input as potentially publicly accessible.
AI tools may be used for:
– Brainstorming creative ideas (e.g., for design, presentations, proposals)
– Drafting or refining non-confidential written content
– Researching public information
– Exploring process improvements and automation possibilities
AI tools must not be used for:
– Sharing or processing confidential or sensitive data
– Making final decisions without human oversight
– Representing AI-generated content as factual without verification
– Generating content that could breach CAP.CO’s ethical, legal, or brand standards
– All employees are responsible for ensuring their use of AI aligns with this policy.
– Managers are encouraged to discuss appropriate use of AI with their teams.
– Misuse of AI tools may result in disciplinary action, depending on the severity of the breach.
This policy will be reviewed annually or as required due to legal, technological, or operational changes.
Johnny Lyle
Director
Last updated 28th May 2025