AI Usage Policy
Last updated: 10 April 2026
1. Purpose
This policy outlines how Optima Digital ensures the responsible, ethical, and secure use of Artificial Intelligence (AI). It is designed to guide employees in using AI tools in a way that aligns with our values, meets legal requirements, and protects our clients, partners, and stakeholders.
2. Scope
This policy applies to all employees, contractors, and partners of Optima Digital who interact with or use AI technologies. This includes (but is not limited to) large language models (LLMs), automation tools, plugins, and AI platforms that process or generate data.
3. Policy Guidelines
3.1 Responsible Use
AI must be used in a responsible and ethical manner. Employees should avoid any use that could cause harm, breach privacy, or enable unethical or malicious activity.
3.2 Legal & Regulatory Compliance
All use of AI must comply with applicable laws and regulations, including those relating to data protection, privacy, and intellectual property.
3.3 Transparency & Accountability
Employees must be open about when and how AI is used in their work. Where relevant, stakeholders should be aware of AI involvement in outputs or decisions.
All AI-related activities should be documented through Optima Digital’s internal systems to maintain visibility and accountability. Employees remain responsible for reviewing, validating, and justifying AI-generated outputs.
3.4 Data Privacy & Security
All AI usage must follow Optima Digital’s data protection and security standards. Sensitive or confidential data must never be input into third-party AI tools without prior approval.
Examples of restricted data include:
Optima Digital Data
- Internal code or proprietary systems
- Project scopes, proposals, or documents
- Design assets or files
- Internal communications (e.g. emails, Slack)
Client Data
- Customer or user data
- Confidential business information or IP
- Financial or performance reports
- Any data that could directly or indirectly identify a client
Where AI tools are used, data should be anonymised and handled securely at all times.
3.5 Bias & Fairness
Employees must actively assess AI outputs for bias or unfair treatment. AI should be used in a way that promotes fairness, inclusivity, and non-discrimination.
3.6 Human Oversight
AI is a support tool—not a replacement for human judgment. Employees are expected to critically evaluate AI-generated outputs before using or acting on them.
3.7 Training & Awareness
Employees using AI tools must be properly trained in their responsible use. Ongoing learning is encouraged to stay informed about evolving technologies and associated risks.
3.8 Third-Party AI Tools
When using external AI platforms, employees must ensure providers meet appropriate legal, security, and ethical standards consistent with this policy.
4. Governance & Oversight
4.1 AI Governance
Oversight of AI usage at Optima Digital is managed by the leadership team, ensuring all AI initiatives align with legal, ethical, and operational standards.
4.2 AI Lead
A designated AI lead is responsible for supporting policy implementation, advising on best practices, and ensuring compliance.
4.3 Monitoring & Review
AI usage will be reviewed periodically to ensure compliance, identify risks, and improve processes where necessary.
4.4 Incident Reporting
Any concerns, breaches, or risks related to AI usage must be reported immediately to leadership or through internal reporting channels.
5. Enforcement
Failure to comply with this policy may result in disciplinary action, in line with Optima Digital’s internal procedures.
6. Policy Updates
This policy will be reviewed regularly to reflect changes in AI technology, industry standards, and regulatory requirements. Updates will be communicated to all relevant parties.