AI Services Usage Policy

Updated May 26, 2025

To ensure responsible use of AI tools (e.g., ChatGPT), employees must comply with the following guidelines:

Data Privacy and Geolocation

• Do not enter personal information that can identify individuals (e.g., names, addresses, health data) into AI services.
• Be aware that AI services may store and process data outside Quebec or Canada, potentially in jurisdictions without equivalent privacy protections.
• This geolocation risk may conflict with Quebec’s Law 25 and the GDPR unless explicit consent and safeguards are in place.

Handling of Sensitive Personal Information

• Do not input any sensitive or regulated personal data (e.g., under Quebec's Law 25 or Europe's GDPR) into AI tools unless:
  • You have verified the tool’s data protection practices;
  • You have obtained necessary consents;
  • You have received prior written approval from [Company’s Privacy Officer or IT Security Team].

Confidential and Company Data

• Never disclose confidential business information, trade secrets, internal plans, client information, or non-public documents to AI platforms.
• Treat AI tools as public-facing services. Assume all data entered may be stored or reviewed by third parties.

Approved Use

• Use AI tools only for general research, content drafting, or coding support that does not involve confidential or personal data.
• When in doubt, consult the IT Manager before using AI for work-related tasks.