AI Tool Usage Policy

Policy statement

This is the AI Tool Usage Policy which sets out the guidelines under which we: Brand New Story Limited, Registered in England as 12727666 at 20 Ricardo Drive Gloucestershire GL11 5BD may use AI within our business, on our site brandnewstoryhq.com or for clients. All enquiries should be directed to hello@brandnewstory.co.uk. Please read the terms of this policy carefully, as by using our site you indicate that you agree to comply with and be bound by them. 

Our organisation recognises that the use of AI tools can pose risks to our operations and customers if not managed appropriately. Therefore, we are committed to protecting the confidentiality, integrity, and availability of all company and customer data. We have listed our security best practices below.

Security best practices

In using any AI tools for our work we agree to comply with the following practices:

a. Evaluation of AI tools: Careful evaluation of the security of any AI tool before using it. We will review the tool’s security features, terms of service, and privacy policy. We will also check the reputation of the tool developer and any third-party services used by the tool.

b. Protection of confidential data: We will not upload or share any data that is confidential, proprietary, or protected by regulation without prior approval. This includes data related to customers, employees, or partners.

c. Access control: We will not give access to AI tools outside the company without prior approval and subsequent processes as required to meet security compliance requirements. This includes sharing login credentials or other sensitive information with third parties.

d. Use of reputable AI tools: We will use reputable AI tools and be cautious when using tools developed by individuals or companies without established reputations.

e. Compliance with security policies: We will apply the same security best practices we use for all company and customer data. This includes using strong passwords, keeping software up-to-date, and following our privacy policy.

f. Data privacy: We will exercise discretion when sharing information publicly. As a first step, the question “Would I be comfortable sharing this information outside of the company? Would we be okay with this information being leaked publicly?” before uploading or sharing any data into AI tools. Second would be to follow b) above.

Review and revision

This policy will be reviewed and updated on a regular basis to ensure that it remains current and effective.

Our Promise

Our organisation is committed to ensuring that the use of AI tools is safe and secure for all customers, as well as the organisation itself. We believe that by following the guidelines outlined in this policy and our privacy policy, we can maximise the benefits of AI tools while minimising the potential risks associated with their use.