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 sets out CAP.CO’s position on the use of AI tools – including but not limited to OpenAI ChatGPT, Anthropic Claude, Google Gemini, and Microsoft Copilot – to ensure their 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.
– CAP.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 judgement or expert review.
– All outputs from AI tools must be critically evaluated before being used or shared internally or externally.
– Employees should be transparent with colleagues and clients where AI has contributed meaningfully to a piece of work.
To protect the confidentiality and commercial interests of CAP.CO and our clients, the following information must never be entered into any AI system:
– Client names, contact details, or project-specific data
– Financial or contractual information
– Internal strategies or business plans
– Employee or subcontractor personal data
AI platforms may retain or use input data to improve their models unless explicitly stated otherwise. Treat any input as potentially accessible beyond the session.
AI tools may be used for:
– Brainstorming creative ideas for design, presentations, and proposals
– Drafting or refining non-confidential written content
– Researching publicly available information
– Exploring process improvements and automation possibilities
– Supporting policy drafting, document review, and administrative tasks
AI tools must not be used for:
– Sharing or processing confidential or sensitive data (as defined above)
– Making final decisions without human oversight
– Representing AI-generated content as original fact 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
CAP.CO – Creating Adventurous Places Ltd
Last updated: 26 May 2026