AI Acceptable Use Policy

1. Purpose

The purpose of this policy is to define the acceptable use of Large Language Models (LLMs) and LLM-powered AI applications such as ChatGPT, GitHub Copilot, Gemini and similar tools within Trust3 AI. This policy is intended to ensure that LLMs are used in a manner that aligns with the company’s objectives, while protecting sensitive information, maintaining data privacy, and upholding ethical standards.

The policy aims to prevent misuse, mitigate risks such as sensitive data leaks, and promote responsible utilization of LLM technology to enhance productivity and support business operations.

2. Scope

This policy applies to all employees, contractors, and third-party vendors who use LLMs as part of their work at or on behalf of Trust3 AI. It covers all usage of LLM technology, whether internally hosted or provided by third-party services, across various applications, including but not limited to content creation, customer support, and business process automation.

The policy governs interactions with LLMs and the handling of any data or outputs related to their use, ensuring that all activities comply with legal, regulatory, and company standards.

3.1 Acceptable Use

LLMs may be used for approved business activities, including:

• Generating internal and external communication content.
• Automating routine tasks such as drafting emails, summarizing documents, and generating reports.
• Assisting with customer support inquiries by providing information and recommendations.
• Enhancing creativity, innovation, and brainstorming processes.
• Assisting with programming tasks, including generating code snippets, debugging, and providing recommendations for coding solutions.

LLMs are intended to support human decision-making and should not be solely relied upon for critical business decisions without proper verification.

3.2 Prohibited Use

The following activities are prohibited when using LLMs:

• Inputting or sharing confidential, proprietary, or personally identifiable information (PII), such as customer data, trade secrets, or employee records.
• Generating or distributing harmful, offensive, or inappropriate content, including hate speech, discriminatory language, or misleading information.
• Using LLMs for activities that violate any laws, regulations, or industry standards, including data protection laws (e.g., GDPR, CCPA) and intellectual property rights.
• Relying on LLM-generated content for legal, financial, or other professional advice that requires domain-specific expertise.

3.3 Data Privacy and Confidentiality

Users must not input sensitive or confidential information into any LLM. Only anonymized or non-sensitive data should be used when interacting with LLMs. All data handling must comply with Trust3 AI’s data privacy and security policies.

3.4 Training and Awareness

Employees are required to complete training on the responsible use of LLMs, which covers ethical use, data privacy, and understanding the limitations of LLM technology. Ongoing training and updates will be provided as the technology evolves.

3.5 Policy Violations

Violations of this policy may result in disciplinary action, up to and including termination of employment or contracts. Legal action may be taken if misuse of LLMs results in harm to the company, its employees, customers, or third parties.