Generative AI is transforming the way we work. It offers us massive potential to improve efficiency and deliver even better client results. But it also brings some challenges around security and ethics.

This policy aims to ensure everyone who works as part of the Brainchild team follows the same principles when using AI at work.

Think of this as our guide to:

• Using AI as a sidekick, not the main act, and ensuring our clients get our expert brains and creativity in every job we do.

• Using the magic of AI without compromising sensitive stuff. Let's keep it secure.
   

How We Use AI:

We use AI to:

• Brainstorm: AI's the colleague who's always game for brainstorming ideas. Our expertise takes those ideas to stellar heights (and aligns them with strategy). AI's the wingwoman (or man), not the whole party.

• Beat creative blocks: AI nudges us in the right direction and gets our creative gears turning again. But our final work is all us. No bot takes credit for what we've done.

• Transcribe: AI's on transcription duty, so we can get on with the stuff that offers our clients value.

• Summarise: AI trims the fat from lengthy notes to help us get to the heart of the matter faster (with a few human-brain sense checks, of course).

• Perfect grammar: AI's our nitpicky editor, ensuring every comma and period is on point.

• Tackle admin: AI helps us tackle admin like a pro so we can concentrate on what we do best - providing top-notch value to our clients.

How We Don't Use AI:

We'll never:

• Serve AI-generated deliverables: Imagine AI creating a piece of content, and we're like, "Yeah, we did that!" Nope, not in our playbook. We're not about pretending AI's us.

• Fully automate without human supervision: AI's cool, but letting it take the wheel entirely? That's like letting a toddler DJ a party - chaos! We're here, and we’re hands-on.

• Use AI in secret (No shady business here): We're not magicians concealing the truth. We're all about transparency and disclosure around the role of AI in our work.

• Rely on AI for creativity: We won't let AI dilute our unique creative flair. Our ideas are like one-of-a-kind dance moves - and no AI can rock those like us.

• Assume AI is smarter than us: AI content usually sounds pretty good on first read, but we won't mindlessly follow AI's jam just because it sounds catchy. We supplement with our own research and critical thought. We go back to the strategy and the client's vision.

• Forget to fact-check: AI's that intern who parties too hard occasionally. We won't trust its data without a double-check.

• Use AI to get up to no good: We're all about ethics and not bending the rules. We won't ask AI to twist data, create biased content or manipulate imagery. Obviously, we won't use AI for anything illegal or unethical, e.g., spreading false information, cyberbullying, harassment or anything else we deem inappropriate.

How we keep things top secret:

• We don't share secrets: We take privacy seriously. Our clients trust us with their secrets, and we must keep them safe. So, no loading of confidential information into any AI tool, capisce?

• Use AI tools selectively: Sketchy AI? Nah, we're after the ones with stellar reputations that match our high standards. We evaluate the security of any AI tool before using it. This includes reviewing the tool's security features, terms of service, and privacy policy.

• Compliance with security policies: Our regular security rules apply here too. Use strong passwords, don't share access outside of Brainchild, keep everything up-to-date, and follow our data retention and disposal policies.
   

Other things to consider:

• AI isn't always the answer: If you're wondering whether AI is appropriate for a specific scenario, chances are, it isn't. If you'd feel awkward revealing it, it's likely better to reconsider.

• You should always feel comfortable sharing your AI prompts: This not only helps us master these tools but also stops us from seeking skewed results ("Why are Millennials selfish?"). Plagiarism's a no-go, too ("Can you mimic Coca-Cola's style?"). Transparent inputs remind us to craft prompts we'd flaunt without hesitation.

• Guard against bias: Let's stay vigilant against bias. AI has been known to be wildly sexist and racist. Let's not let AI get away with it on our watch.

• We take our client's lead: If a client prohibits staff (and/or contractors) from using generative AI tools, we won't use them to generate any work for that client.

• Generative AI is covered by the Privacy Act 2020: New Zealanders can complain to the Commissioner if they believe their privacy has been breached. Staff should familiarise themselves with Read the Office of the Privacy Commissioner's guidelines on using Generative Artificial Intelligence.

• Remember the PRINZ Code of Ethics: We are bound by this already, and when traversing unfamiliar terrain like AI, it is even more important to keep the code front of mind.

 

Review & Revision:

As the technology evolves, so too will this policy. We'll update this regularly (and keep debating and discussing the merits of AI along the way).