Generative Artificial Intelligence (AI) Use Policy 

Purpose 

With the increasing popularity of generative AI tools such as OpenAI’s ChatGPT, and Microsoft’s Copilot, it has become necessary to outline the proper use of such tools while working at Switch. While we remain committed to adopting new technologies to aid our mission, when possible, we also understand the risks and limitations of generative AI and want to ensure responsible use. Our goal is to protect employees, clients, suppliers, customers and Switch from harm.  

There are, however, risks in using this technology, including uncertainty about who owns the AI-created results and security/privacy concerns with inputting proprietary company information or sensitive information about an employee, client, customer, etc., into an AI tool. Additionally, the accuracy of the content created by these technologies must be verified, as the information may be outdated, misleading or, in some cases, fabricated. 

Eligibility 

This policy applies to all employees and contractors of Switch, and to all work associated with Switch that those employees perform, whether on or off company premises. 

 Policy 

Due to the risks described above, all use of generative AI tools while performing work for Switch requires prior authorization.  

Limited use of generative AI tools will be allowed while performing work for Switch with the approval of your department lead and VP, People & Performance. Company email addresses and credentials will be used to create an account/license with these technologies/providers.  

Employees wishing to use generative AI must submit their request to their department lead and VP, People & Performance in writing indicating how the tool will be used. All requests will be approved/denied in writing by the department lead and VP, People & Performance.  IT will purchase the license after VP, People & Performance approves the request. 

All AI generated results (content) must be reviewed for accuracy and approved by the AI Committee before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by the tool, that information cannot be used for work purposes.   

Ethical Use and Responsibility: 

• As a creative agency, we value our employees and the creative talents they bring.  We use Generative AI as a tool to enhance human creativity and innovation, scaling the impact of our talent to bring innovative solutions to our clients.  

• We respect the power of language, images, and video in education and influence, committing to responsible and ethical AI usage. 

• Under no circumstances do we use AI for creating or spreading misinformation, deepfakes, or manipulation. 

• We are committed to using AI ethically and responsibly, always ensuring human oversight and judgment in AI-assisted results. 

• We comply with all client agreements, policies, and directives in our AI deployments. 

• To the best of our ability, we ensure that our Generative AI usage is aligned with legal requirements, including intellectual property rights, privacy, and data protection laws. 

Acceptable uses include: 

• Only licensed, protected environments may be used (paid license, data not used for learning). 

• To help you streamline your work where appropriate, the generative AI tool(s) have been appropriately vetted and approved for their intended use. 

• For general-knowledge questions meant to enhance your understanding of a work-related topic. 

• To brainstorm ideas related to projects you are working on. 

• Needed B Roll content (must follow copyright compliance). 

• Identifying what is important to respond to in RFP responses.  

• Identifying Scopes of Work, phasing out a project. 

• To create formulas for Excel spreadsheets or similar programs. 

• To develop or debug code, to be verified before deployment. 

• To draft communication (email, letter, etc.).  Must be reviewed for accuracy. 

• Proofreading and language use/clean up. 

• To summarize online research or to create outlines for content projects to assist in full coverage of a topic. Note: Only content written by employees may be included in the final product. 

• All AI results must be properly cited and vetted for accuracy before use. 

Unacceptable uses include: 

• Using generative AI tools in employment decisions, including hiring, promotions, transfers, performance, discipline, or termination. 

• Uploading any Switch or client credentials, sensitive content, pricing, or confidential data of any kind into an AI tool. 

• Switch and/or client Proprietary or Confidential Information MUST not be used in any, unlicensed, or unapproved AI tools. 

• Switch and/or client Personal Identifiable Information (PII) MUST not be used in any AI tool. 

• AI generated results will NOT be used for social media or “outside” use for clients. 

• Failing to properly cite an AI tool when used as a resource.  

• Using AI in a way that does not conform with Switch’s or a client(s)’s acceptable use policies. 

• Integrating any AI Tool with company systems or software without approval of the IT Department.  

All employees using generative AI tools for work purposes must attend training on the proper use of these technologies before doing so.  

Employees must use generative AI tools in accordance with all Switch policies and internal controls. These technologies must not be used to create content that is inappropriate, discriminatory or otherwise harmful to others or Switch. Such use will result in disciplinary action, up to and including termination.