Artificial Intelligence Policy

Effective Date:

03/07/2025

1. Policy Statement

At Blue Onion AI Ltd., we embrace innovation while remaining committed to security, privacy, and ethical responsibility. Generative AI can enhance productivity, improve client delivery, and foster creativity across our operations. However, these benefits must be balanced with rigorous safeguards to prevent data breaches, preserve confidentiality, and maintain legal and ethical standards.

This policy outlines acceptable use of generative AI tools at Blue Onion and ensures responsible, transparent, and secure AI adoption across the business.

2. Scope and Application

This policy applies to all employees, contractors, freelancers, and anyone representing Blue Onion in any capacity. It does not form part of any employment contract and may be updated as needed.

3. Definition of Generative AI

Generative AI refers to systems that can generate content such as text, images, audio, and code based on user prompts. This includes, but is not limited to, tools such as ChatGPT and Claude as well as other AI models we may approve for use.

4. Approved AI Tools

The following AI tools are currently approved for use in work-related tasks:

- ChatGPT (OpenAI)

- Claude (Anthropic)

Use of any other generative AI tool must be authorised in writing by a line manager or director.

5. Acceptable Use

Employees are encouraged to use AI tools to assist with:

- Brainstorming ideas and first drafts
- Summarising or transcribing recorded meetings
- Conducting surface-level research

- Writing or proofreading marketing or internal content
- Language translation or tone adjustments
- Automating basic tasks through AI integrations

All use must follow internal confidentiality standards and relevant data protection rules.

6. Prohibited Use

The following activities are strictly prohibited when using AI tools:

Inputting confidential company data, client information, or personally identifiable data

- Drafting legal, financial, or regulatory documents (e.g. contracts, invoices, financial statements)

- Making or influencing employment decisions (e.g. hiring, disciplinary outcomes)

- Any use that could misrepresent output as factual without human review

- Using unapproved AI tools for any work-related tasks

- Sharing AI-generated content without verification or review

7. Data Privacy & Confidentiality

Users must not share or upload any confidential or sensitive information into AI platforms. This includes:

- Client or partner names, projects, or financials

- Internal strategy documents or roadmaps

- Staff personal information

- Unpublished business processes, IP, or trade secrets

We configure settings on all AI platforms to reduce data-sharing risks and ensure user prompts are not used for model training whenever possible.

8. Transparency

Where AI has contributed to written or visual content (especially client-facing or public), you must clearly indicate it was AI-assisted. Human review and accountability remain essential.

9. Bias and Ethical Use

All AI outputs must be reviewed for potential bias. Blue Onion promotes inclusive and respectful communication, and any discriminatory, offensive, or unethical AI-generated output must be corrected and reported.

Refer to our Dignity at Work and Equal Opportunities policies for guidance.

10. Accuracy and Quality Assurance

AI is a tool, not a source of truth. All outputs must be:

- Verified using trusted sources

- Reviewed for factual accuracy, clarity, and tone

- Edited as needed to align with Blue Onion standards

11. Training and Support

We will provide periodic training to ensure staff are confident in using AI tools ethically, safely, and effectively. Guidance materials and support will be available via your line manager or director

12. Monitoring and Oversight

Blue Onion may monitor AI use (including prompts and outputs) on company-managed platforms or devices to ensure compliance with this policy. Monitoring will be conducted in accordance with applicable laws and only for legitimate purposes such as:

- Preventing data leaks

- Ensuring appropriate use of company time and tools

- Upholding legal, ethical, and reputational standards

13. Enforcement

Breaches of this policy will be taken seriously. Depending on the severity, disciplinary action may include:

- Formal warnings

- Access restrictions to AI tools

- Termination of employment or contract (in cases of gross misconduct)

Employees must cooperate with any internal investigation, including providing prompt access to AI accounts or relevant activity logs if requested.

14. Reporting Concerns

If you’re unsure about a particular use of AI, or believe this policy has been breached, please report it to your line manager or a company director.

15. Contact Us

If you have questions about this policy or how we handle your data, contact:

Blue Onion AI Ltd
[email protected]

0191 743 7500