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Artificial Intelligence (AI) Governance Policy

Document version: 1.1
Effective date: 2/20/2024

Purpose

This document defines and outlines the guiding principles and controls for how HR Acuity uses AI within our systems, products, features and services.  

AI Ethics Pillars

HR Acuity is committed to remaining ethical and human-centric in our approach to AI. We prioritize the following key pillars for responsible AI: fairness, transparency, accountability, security and explainability. 

Fairness 

HR Acuity provides thoughtful implementation, thorough audits and comprehensive adjustments to our AI models and related practices to ensure that systems do not discriminate against any group or individual.  

Transparency 

HR Acuity will share information about our AI usage with our end–users and ensure that end-users are not misled to believe that AI-generated outputs are human-generated.   

Accountability 

HR Acuity’s approach to the use of AI follows the same dedication to quality, customer value and responsible practices that comprises our broader organizational compass. We aim to do the right thing at every point in the lifecycle of our AI tools, and help our customers do the same.  

Security 

HR Acuity and its use of AI operates within the high standards of our Information Security and Governance policies. Additionally, HR Acuity ensures that our AI models do not use Personally Identifiable Information (PII) of users or employees.  

Explainability 

Upon request, HR Acuity may provide end-users and clients with an explanation regarding the operational mechanisms of our AI models and their decisions.

AI Development Principles

All AI development work done at HR Acuity adhere to the following principles: 

  • HR Acuity’s Information Security and Data Privacy extends to and is fulfilled by all internal and commercial use of AI. 
  • Customer data, including case details, employee information, case reports and attachments, remain confidential and is never shared with third parties. 
  • Customer data is not used to train models owned by external third parties. 
  • No models are trained with employee or customer PII. 
  • Customer intellectual property is safeguarded and protected. It is not shared with other customers or third parties. 
  • HR Acuity intellectual property is not shared with third parties, unless necessary to provide services. 

AI Governance

HR Acuity maintains a dedicated governing body of cross-functional stakeholders to support its AI policies. Their responsibilities include: 
  • Establishing overarching accountability within the AI strategy 
  • Ensuring strict adherence to the AI Ethics Pillars 
  • Monitoring usage, conducting audits and identifying anomalies 
  • Ensuring seamless integration of AI technologies with existing infrastructure to enable operational efficiencies
 
This cross-functional AI governing body will meet periodically to review and revise policies, audit processes and ensure adherence to principles. The governing body will also be responsible for disciplinary actions for non-adherence to this policy. 

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