Purpose
This policy defines the principles and guidelines for the responsible use of Artificial Intelligence (AI) tools at SOStainability, ensuring alignment with our mission to promote sustainability and climate action through businesses, communities, governments, and non-governmental entities.
Scope
This policy applies to all employees, volunteers, collaborators, and stakeholders utilizing AI tools for SOStainability’s initiatives, including content creation, research, communications, and administrative operations.
Principles of AI Use
- Transparency: All users must disclose AI involvement in work products, ensuring clarity about where AI is used, especially for content generation or decision-making processes. Transparency builds trust and accountability within SOStainability’s projects.
- Ethical Standards: AI tools should only be employed in ways that align with SOStainability’s ethical values—advancing sustainability, promoting fairness, and addressing climate challenges. Any AI-generated output must reflect ethical behavior, and AI should not perpetuate bias or harmful stereotypes.
- Human Oversight: AI tools should be used as assistive technologies to enhance human judgment, not replace it. All AI outputs must be critically reviewed and validated by a human before final use in content, reports, or decision-making processes.
- Accuracy and Reliability: AI tools must be used responsibly, ensuring all data and content generated by AI are accurate, reliable, and appropriate for the intended purpose. Outputs must be cross-verified for correctness.
- Data Privacy and Protection: Use of AI must comply with relevant data protection laws and regulations, such as thr EU’s General Data Protection Regulation (GDPR) and other relevant guidelines. Sensitive, personal, or confidential data must not be entered into AI systems without express consent and security measures in place
Use of AI for Writing and Content Generation
Permitted Uses:
- AI can be used for non-substantive tasks such as grammar correction, language refinement, and stylistic adjustments.
- AI-generated illustrations, examples, or summaries can be used for explanatory purposes, provided they are clearly labeled and cited.
Prohibited Uses:
- AI tools should not be used to generate core content such as reports, research findings, or analytical conclusions without proper oversight.
- The use of AI to generate misleading or fabricated data, particularly in sustainability-related claims, is strictly prohibited.
AI in Research
- Ethical Research: AI tools used in research should always adhere to the highest standards of integrity. Researchers must ensure AI does not fabricate or alter research data.
- Disclosures: Any significant AI usage in research (e.g., data analysis, literature reviews) must be disclosed in the final research outputs.
AI in Administrative, Operational Functions Training and Awareness
- Approval and Compliance: AI tools used in administrative functions must be approved by SOStainability’s leadership and comply with relevant regulations.
- Bias Mitigation: When used for administrative automation or analysis (e.g., data processing), AI should be regularly monitored to prevent biases or unfair outcomes.
- Continuous Learning: SOStainability encourages its members to participate in regular training on AI’s ethical use, risks, and benefits. Workshops and resources will be provided to ensure responsible use and to foster an environment of continuous learning.
Breaches
Non-compliance: Any failure to adhere to this AI usage policy may result in corrective actions, including disciplinary measures, removal from specific tasks, or reevaluation of roles within the organization.
Review and Update
This policy will be reviewed annually to ensure it remains up-to-date with evolving AI technologies and aligned with SOStainability’s goals. Any changes or updates will be communicated to all stakeholders.