Responsible Use of AI | Novecom Digital

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.

1. 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.

2. 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

3. 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.

4. 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

5. 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.

6. Questions or Concerns

If you have questions about our use of artificial intelligence, please contact us at:

Novecom Digital, North Barn, Wotton Road, Bristol, United Kingdom, BS37 9XD or privacy@novecomdigital.com

This policy is reviewed quarterly or following significant changes in AI usage or regulation.