1. Intent and scope

This policy applies to the use of all forms of AI text generators within Amy Accounting and Auditing Services, including, but not limited to, ChatGPT and Bard. This includes any software that incorporates an AI text generator.

This policy applies to all of Amy Accounting and Auditing Services employees, contractors, volunteers, vendors and anyone else who may have any type of access to Amy Accounting and Auditing Services systems, software and hardware.

Amy Accounting and Auditing Services recognises the uses of AI text generators in gathering information and efficiently producing copy, as well as other aspects of knowledge work. Amy Accounting and Auditing Services seeks to balance these positive uses with the risks associated with the technology.

Amy Accounting and Auditing Services's highest priority remains the protection of company information and customer data, as well as ensuring legislative and regulatory compliance regarding security and privacy. We also seek to ensure that uses of AI text generators do not compromise the quality of work output, and that we appropriately disclose the use of such generators both to our customers and across the company.

2.   Acceptable use

Amy Accounting and Auditing Services recognises the potential benefits to the business of incorporating AI text generators into internal workflows. Amy Accounting and Auditing Services gives users discretion to decide whether the use of a generator for an internal workflow is appropriate, as long as all such use is in line with this policy, any other company policies, and Amy Accounting and Auditing Services's values.

As the capabilities and use cases of AI text generators are rapidly evolving, it is important for users to decide carefully whether it is appropriate to integrate AI text generators into their work. If in doubt, contact your manager, or Amy Zhang (amy@amyservices.com.au).

Where the use of AI text generators may change the nature of how a communication is made or a service is provided to a client or an external party, contact Amy Zhang (amy@amyservices.com.au) to discuss whether this is an appropriate decision to make.

3.   Security

Text input over AI text generators carries the same risks as the sharing of information with any other third party.

Additionally, text submitted to an AI text generator is often added to the training data of the generator. Therefore, there is a risk of the data, or aspects of it, being exposed to other users of the generator.

Data input into an AI text generator should be treated as an external disclosure, and as such falls under Amy Accounting and Auditing Services's policy regarding data confidentiality and security. This policy can be found at www.amyservices.com.au.

4.   Validation

Automated text generators should not be used in a manner that lowers the quality of output, whether this output is external, towards Amy Accounting and Auditing Services's customers, or internal, as part of Amy Accounting and Auditing Services's operations.

Where this level of quality control is not able to be provided in a manner that produces output more efficiently, AI text generators should not be used. For example, if an employee seeks to gather information on a topic for a report, and a generator brings together information on that topic, the employee will still have to validate the accuracy and reliability of that information and produce sources for it. If this requires more work than seeking out that information without the aid of an AI text generator, a generator should not be used.

5.   Transparency

The use of AI text generators when collaborating or providing services raises ethical issues regarding the legitimate expectation that people may have that they are interacting with a real person, or receiving text that was produced by a real person without the aid of a generator.

Wherever an AI text generator is used when collaborating with a person not from one's team, or providing a service to a customer, the use of an AI text generator should be disclosed to that person.

6.   Working remotely

This policy also applies when working remotely.

7.   Training and support

All users are required to undergo training on the responsible and effective use of AI text generators, as provided by Amy Accounting and Auditing Services.

8.   Disciplinary action

If this policy is breached, disciplinary action will be taken according to the following procedure:

(a)         Incidents will be assessed on a case-by-case basis.

(b)         In case of breaches that are intentional or repeated or cases that cause direct harm to Amy Accounting and Auditing Services, employees may face serious disciplinary action.

(c)         Subject to the gravity of the breach, formal warnings may be issued to the offending employee.

9.       Review

Amy Accounting and Auditing Services will periodically review this policy and update as required. It is important for those to whom this policy applies to stay up-to-date with changes to this policy, as this is a rapidly-changing area of technology.

10.    Further information

If you require further information, contact your manager, or Amy Zhang (amy@amyservices.com.au).