Policies - Responsible Use of AI
How Novecom Digital applies artificial intelligence with care, clarity, and accountability.
Last updated: 24 April 2025
At Novecom Digital, we embrace artificial intelligence (AI) as a strategic tool to support productivity, creativity, and innovation across our business. This policy outlines our commitment to using AI in ways that are secure, ethical, and aligned with client trust.
Our Principles
We follow three guiding principles for AI adoption:
- Practicality — deploying AI where it solves real business problems
- Transparency — being open when AI is used in client-facing content or processes
- Safety — protecting personal data and ensuring secure usage of AI platforms
Use of AI
We use AI in internal processes to enhance—not replace—human expertise. Examples include:
- Drafting internal documents and communications
- Summarising notes or technical content
- Generating creative concepts for campaigns
- Supporting internal tooling or automation prototypes
We do not use AI to make decisions that involve:
- Recruitment or personnel outcomes
- Legal interpretation or compliance
- Financial reporting or audit-sensitive matters
Data Security and Privacy
We apply strict controls when using AI tools, especially where data is involved.
We do not input identifiable client or sensitive information into public AI tools unless:
- The tool is explicitly approved for enterprise use (e.g., ChatGPT Enterprise, Microsoft Copilot)
- All data-sharing and model-training settings are disabled
- Usage is reviewed and auditable by our internal team
We favour centrally managed, private AI platforms with strict access controls.
AI-Generated Content
When AI contributes to output—whether technical, marketing, or procedural—we:
- Review it carefully before use
- Disclose AI involvement where applicable (e.g., “This content includes AI-generated summaries”)
- Apply the same quality, legal, and editorial standards as for human-written content
Approved Tools
We maintain a controlled and regularly reviewed list of permitted AI tools:
| Tool | Status | Notes |
|---|---|---|
| Microsoft Copilot | ✅ Approved | Enterprise version only |
| Notion AI | ✅ Approved | For summarisation and internal use |
| ChatGPT Enterprise | ✅ Approved | Centrally managed, no data used for model training |
| ChatGPT Teams | ✅ Approved | Permitted if centrally managed and chat history disabled |
| ChatGPT Free / Plus | ❌ Not allowed | Public versions not permitted for business use |
We prohibit use of unvetted, consumer-grade tools for any business or client content.
Questions or Concerns
If you have questions about our use of artificial intelligence, please contact:
Novecom Digital
North Barn, Wotton Road, Bristol, United Kingdom, BS37 9XD
privacy@novecomdigital.com
This policy is reviewed quarterly or following significant changes in AI usage or regulation.