604 – RESPONSIBLE USE OF AI
The Company recognizes the value of artificial intelligence (AI) tools in enhancing efficiency, creativity, and decision-making. However, AI is a tool and not a substitute for human judgment, accountability, or ethical responsibility. This policy establishes guidelines to ensure AI is used responsibly, the Company and its employee data is protected, and use aligns with our mission, values, and commitment to high-quality work. Note: As used in this policy, “AI” refers to the many generative artificial intelligence tools such as LLMs (Large Langauge Models) and other direct sources of content and assistance.
Human Oversight & Accountability Understand that DPI employees are 100% responsible for the accuracy, quality, and appropriateness of their work, regardless of whether AI tools assist in its creation. AI can produce false information ("hallucinations") or violate intellectual property laws. AI-generated content must be carefully reviewed, verified, and refined to meet professional and ethical standards.
No AI-Based Excuses AI is a tool, not a scapegoat. Errors, inaccuracies, or inappropriate content resulting from AI use remain the responsibility of the employee. Blaming AI for mistakes does not absolve individuals from their professional duties.
Ethical, Legal & Secure Use Employees are expected to comply with all applicable laws, including but not limited to, copyright and trademark laws, and as such, AI tools also must be used in compliance with all legal, ethical, and Company policies.
Prohibitions Failure to abide by Company rules and requirements will be met with disciplinary action, up to and including termination, depending on the severity of the infraction.
AI Tools There are specifically identified and controlled AI tools for DPI staff use. If there is ambiguity about which tool to use, ask the IT department. Approval of all software/programs/subscriptions must be approved through the IT department (request form).
Data Privacy At the outset of employment, DPI employees sign a Confidentiality Agreement which prohibits the disclosure of private or proprietary Company information.
o No confidential company information can be uploaded to AI.
o No identifiable employee data is to be uploaded to AI, even if it seems reasonably ‘safe.’
To determine what is/is not confidential or identifiable employee data, please reach out to the Chief Legal Officer, IT, or the HROC department.
Any reporting needs related to employee data/metrics can be requested through HROC department (request form).
Document Creation/Distribution As a result of AI, official “seeming” documents are easy to produce, but DPI employees must obtain permission before distributing any communications internally to employees or externally to customers or the general public. There are many considerations (from operational confusion, legal considerations, policy and process violation, etc.) that must be considered holistically.
Do not create or deploy: forms, communications to employees, marketing materials, branch-level policies, info sheets, abridged copies of Company policy, or other materials without prior approval from your supervisor, HROC department, Marketing department, or the Chief Legal Officer (depending on the nature of the document).
Supervisors: if asked by your subordinate to approve a document prior to distribution, it is incumbent upon you to seek out higher level approvals to make sure all aspects are considered.
Legal/Situational Research While it is important to be educated in the legal nuances of what is/is not permissible in certain fact patterns and/or workplace practices, do not take advice, direction, or use verbiage from an AI platform without prior approval from your supervisor, HROC department, or the Chief Legal Officer. Please be aware that inputs into an open “AI” platform are ‘discoverable’ in the event of a legal conflict.
Trademarks and copyrights Do not use the Company’s or others’ trademarks on a social media site or reproduce the Company’s or others’ material without first obtaining permission.
Amusement/Harassment AI tools can be funny (putting people’s heads on bodies, animating still photographs, etc.) which brings great opportunity for hostile work environment and/or harassment complaints. Do not create deep fakes or funny content at the expense of your co-workers.
Enforcement Managers are responsible for ensuring compliance with this policy. Employees who fail to meet these standards may be subject to corrective action. Violations of this policy may result in discipline up to and including immediate termination of employment. The DPI Group will continue to evaluate AI’s impact and update this policy as needed.
Continuous Learning & Adaptation Employees are encouraged to stay informed about AI’s capabilities and limitations. The Company will provide guidance on best practices for responsible AI use as technology evolves.
Enforcement. Failures to abide by Company rules and requirements are met with disciplinary action, up to and including termination, depending on the severity of the infraction.
Managers/Supervisors are responsible for ensuring their team’s compliance with this policy.
Employees are responsible for their own actions and reporting (anonymously as needed) potential errors, bias, or data breaches if they have any knowledge or suspicion of such activity.
Executive/Legal/IT departments are responsible for the constant evaluation of IT tools, impacts, industry changes, and ensuring the Company and related practices and policy are updated as needed.
@2025 The DPI Group. Origination Date: 03/05/2025. Revision Dates: 06/09/2026 - The policies do not form a contract, express or implied, nor do they guarantee employment for any specific length of time. Employment with The DPI Group or any subsidiary is at-will. This means that either the employee or employer can terminate the employment relationship at any time, for any reason. No statements made by any supervisor or manager can alter this at-will relationship. The at-will relationship can only be changed through a signed written agreement that specifically sets forth the terms between the employee and the President/Chief Executive Officer of the Company.