Generative AI and automated decision-making tools usage policy

Generative AI and automated decision-making tools usage policy

Last Updated: February 1, 2024

This policy provides guidance on the proper use of GenAI while working at the Good Food Institute (GFI). GenAI tools include OpenAI’s ChatGPT, DALL-E, Google’s Bard, and other similar applications that mimic human intelligence to generate work products or performance tasks. 

GFI is committed to adopting new technologies to aid our mission when possible and recognizes that GenAI tools may offer attractive opportunities to streamline our work and increase efficiency. However, these tools also carry significant risk when it comes to privacy & security, accuracy, and intellectual property.  

This policy discusses the unique issues raised by GenAI and provides guidelines for responsible use that are consistent with our organizational values, ethical standards, and regulatory requirements.  

Considering GenAI is a rapidly evolving technology, this policy will periodically be updated to address new GenAI capabilities and changes to the regulatory framework.

Please reach out to if you have any questions or comments about this policy.

Policy scope

This policy applies to all employees, interns, and contractors of GFI who use GenAI tools as defined above.

GenAI common use cases

GenAI is a type of artificial intelligence that can create new content, such as text, images, audio, and video by learning from existing data. GenAI models can perform a wide variety of functions depending on the input and model type:*

Model typeApplicationsCommon use cases
text-to-textText generation
Content editing
Email marketing content
Code generation
Code documentation
Sentiment analysis
Question answering
text-to-imageImage generation
Image editing
text-to-videoVideo generation
Video editing
Video production
text-to-taskSoftware agents
Virtual assistants
Helpdesk agent
Robotic Process Automation (RPA)
*There are, however, risks in using this technology, including uncertainty about who owns the AI-created content, and security, privacy, or confidentiality concerns with inputting proprietary, confidential information or personally identifiable information when interacting with the chatbot, including but not limited to passwords, secrets and tokens, names, addresses, health or similar data. Additionally, the accuracy of the content created by these technologies cannot be relied upon, as the information may be outdated, misleading or—in some cases—fabricated.

Guidelines for using GenAI tools

The use of GenAI tools is permissible while performing work for GFI subject to compliance with this policy. 

GenAI systems must be used in compliance with all applicable laws and regulations, including data protection, privacy, and anti-discrimination and harassment laws. These technologies must not be used to create content that is discriminatory, harassing, or otherwise violates the principles outlined in GFI’s Code of Conduct and Anti-Discrimination and Harassment policies. 

All AI-generated content must be reviewed for accuracy before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by the chatbot, that information cannot be used for work purposes.

Note that even with GFI’s website disclaimer noting that we use AI in our work, published work products such as industry and research reports, or data visualizations, should specifically include attribution to AI if AI is used in the development of those products. 

A summary of key guidelines:

  • Refrain from inputting confidential information into GenAI Tools used without a GFI enterprise subscription. 

No confidential, proprietary, or sensitive data of any kind may be submitted (copied, typed, etc.) into publicly available GenAI third-party platforms accessed without an enterprise (organization-wide) subscription, including but not limited to OpenAI’s ChatGPT, DALL-E, and Google’s Bard, regardless of the settings selected or the assurances made by its creators.   

  • Avoid inputting any personal information into GenAI Tools used without a GFI enterprise subscription.

No personal data, including names, emails, addresses, IP addresses, phone numbers, photos, or likenesses, may be inputted.

  • Review all generated content for compliance with the GFI Code of Conduct and applicable anti-discrimination and harassment laws.
  • Independently verify any output for accuracy. 

Cross-check any AI-generated data outputs with additional sources of information.

  • Disclose usage of any AI-generated externally facing content. 

Note that if AI-generated content is initially produced for internal use but later adapted for external audiences, users must remember to disclose the AI use when the content is shared externally. 

  • Provide prominent notice prior to transcribing/recording meetings.

Note that before transcribing or recording materials, the meeting organizer must provide prominent notice to all attendees. Note that in certain scenarios, depending on the jurisdiction or anticipated end use, the meeting organizer may need a record of consent from the presenter and/or attendees. Consider whether a meeting requires transcription, and minimize the sharing of confidential or sensitive information in transcribed meetings.