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AI Policy

Effective Date: July 24, 2025
Version: 1.0

1. Purpose and Scope

This AI Policy governs the use of artificial intelligence systems by Social Alignment, its employees, contractors, and clients using our Cognitive Alignment OS platform. This policy ensures responsible AI use, protects client data, maintains legal compliance, and upholds our AAART values (Alignment, Authenticity, Authority, Results, Transformation).

1.1 Covered AI Systems

  • Cognitive Alignment OS (all tiers)
  • Third-party AI APIs (OpenAI, Anthropic, Google, ElevenLabs)
  • Custom GPTs and AI assistants
  • Voice cloning and generation systems
  • AI-powered content generation tools
  • Automated decision-making systems

2. Prohibited Uses

In accordance with AWS Responsible AI Policy and emerging regulations, the following uses are strictly prohibited:

2.1 Unacceptable Risk Activities

  • Creating or spreading intentional disinformation
  • Violating privacy rights or unauthorized surveillance
  • Depicting real persons' voice or likeness without consent
  • Causing harm to minors in any form
  • Harassment, bullying, or discriminatory practices
  • Circumventing AI safety filters or guardrails
  • Developing systems for autonomous weapons
  • Social scoring or manipulation systems

2.2 Client Data Restrictions

  • Processing protected health information (PHI) without HIPAA compliance
  • Using client data to train public AI models
  • Sharing confidential information with public AI tools
  • Processing financial data without appropriate security measures

3. Data Protection and Privacy

3.1 Client Data Handling

  • All client data processed through AI must remain within secure, private instances
  • Business Associate Agreements (BAAs) required for healthcare data
  • Encryption required for all data in transit and at rest
  • Access controls limited to authorized personnel only

3.2 GDPR/CCPA Compliance

  • Users must be notified when AI processes their data
  • Right to opt-out of AI processing must be provided
  • Data retention policies apply to AI-generated content
  • Cross-border data transfers must comply with applicable laws

3.3 Intellectual Property

  • Clients retain ownership of their input data
  • AI-generated content ownership follows service agreements
  • Third-party IP must not be used without authorization
  • Attribution required where applicable

4. Transparency and Disclosure

4.1 AI Disclosure Requirements

In compliance with California AI Transparency Act (effective 2026):

  • All AI-generated content must be clearly labeled
  • Latent disclosures (metadata) and manifest disclosures (visible) required
  • Voice clones must include clear identification
  • Automated decisions must be disclosed to affected parties

4.2 Client Communications

  • Inform clients when AI is used in service delivery
  • Provide clear explanations of AI capabilities and limitations
  • Maintain transparency about data usage
  • Document AI involvement in deliverables

5. Human Oversight and Accountability

5.1 Human-in-the-Loop Requirements

For consequential decisions affecting:

  • Employment or credit decisions
  • Legal or medical advice
  • Fundamental rights
  • Financial recommendations

Requirements:

  • Human review before implementation
  • Documentation of review process
  • Appeals process for affected parties
  • Regular auditing of decisions

5.2 Quality Control

  • All AI-generated content must be reviewed before client delivery
  • Fact-checking required for informational content
  • Testing protocols for new AI implementations
  • Regular quality assessments

6. Approved AI Tools and Systems

6.1 Approved for Business Use

  • Cognitive Alignment OS platform
  • Claude (Anthropic) - via secure API
  • OpenAI GPT models - via secure API
  • Google Gemini - via secure API
  • ElevenLabs - for authorized voice projects
  • Midjourney - for approved creative projects

6.2 Prohibited Tools

  • Public ChatGPT interface (use API instead)
  • Public Claude.ai (use MCP integration)
  • Unvetted AI tools without security review
  • Consumer AI apps without business agreements

7. Employee Guidelines

7.1 Training Requirements

  • All employees must complete AI ethics training
  • Annual updates on policy changes
  • Role-specific training for AI system users
  • Documentation of training completion

7.2 Usage Guidelines

  • Use only approved AI tools for business purposes
  • Never input confidential information into public AI
  • Verify AI outputs before relying on them
  • Report any AI errors or concerns immediately

7.3 Personal AI Use

  • Personal AI use must not involve company data
  • Company devices subject to monitoring
  • Separate personal and business AI accounts

8. Risk Management

8.1 Risk Assessment

  • Conduct AI impact assessments for new implementations
  • Document potential risks and mitigation strategies
  • Regular review of existing AI systems
  • Compliance with EU AI Act risk categories

8.2 Incident Response

  • Immediate reporting of AI-related incidents
  • Investigation procedures for AI errors
  • Client notification protocols
  • Remediation and prevention measures

9. Vendor Management

9.1 AI Vendor Requirements

  • Due diligence on AI service providers
  • Contractual safeguards for data protection
  • Service level agreements (SLAs)
  • Regular security assessments

9.2 API Security

  • Secure API key management
  • Rate limiting and monitoring
  • Regular key rotation
  • Access logging and auditing

10. Compliance and Governance

10.1 Regulatory Compliance

  • EU AI Act (implementation by August 2026)
  • California AI Transparency Act (January 2026)
  • GDPR and CCPA requirements
  • Industry-specific regulations (HIPAA, financial services)

10.2 Governance Structure

  • AI Ethics Committee oversight
  • Quarterly policy reviews
  • Annual compliance audits
  • Stakeholder feedback integration

11. Client Rights

11.1 Transparency Rights

  • Right to know when AI is used
  • Access to AI decision logic
  • Ability to request human review
  • Data portability rights

11.2 Opt-Out Rights

  • Option to decline AI processing
  • Alternative service delivery methods
  • No discrimination for opting out
  • Clear opt-out procedures

12. Liability and Insurance

12.1 Liability Framework

  • Social Alignment remains fully liable for AI outputs
  • No disclaimer of responsibility for AI errors
  • Professional liability insurance includes AI coverage
  • Indemnification provisions in client contracts

12.2 Error Handling

  • Prompt correction of AI errors
  • Client notification procedures
  • Documentation of corrections
  • Prevention measures implementation

13. Implementation and Enforcement

13.1 Policy Violations

  • Progressive discipline for violations
  • Immediate termination for serious breaches
  • Reporting to relevant authorities if required
  • Documentation of all incidents

13.2 Monitoring and Auditing

  • Regular compliance checks
  • Automated monitoring where possible
  • Third-party audits annually
  • Continuous improvement process

14. Updates and Amendments

This policy will be reviewed quarterly and updated as needed to reflect:

  • Changes in technology
  • New regulatory requirements
  • Industry best practices
  • Lessons learned from incidents

15. Acknowledgment

All employees, contractors, and authorized users must acknowledge understanding and agreement to comply with this AI Policy.

Contact Information

AI Ethics Officer: [Designated Officer]
Email: ai-compliance@socialalignment.biz
Phone: [Contact Number]

Related Policies

  • Data Protection Policy
  • Information Security Policy
  • Client Confidentiality Agreement
  • Employee Code of Conduct

Last Updated: July 24, 2025
Next Review: October 24, 2025