AI Usage Policy

AI Usage Policy for Larouex Nonprofit Consulting

Objectives

• Use AI to improve efficiency, decision-making, and service delivery in ways that align with our mission and values.

• Ensure responsible, ethical, and transparent adoption of AI technologies.

• Protect the privacy and security of all data handled by AI systems.

• Build trust with clients, donors, and the broader community through clear communication and accountability.

Guiding Principles

• Mission Alignment: AI must support and enhance our organizational goals and never compromise our core values.

• Fairness and Equity: AI systems will be assessed for bias, and efforts will be made to ensure equitable outcomes for all stakeholders.

• Transparency: The use of AI will be clearly communicated to staff, clients, and partners. Decisions made or assisted by AI will be explainable.

• Accountability: Clear roles and responsibilities will be established for AI oversight. Concerns or incidents will be addressed promptly.

• Privacy and Data Protection: All data used by AI systems will be collected, stored, and processed in compliance with applicable laws and best practices for privacy and security.

• Legal and Regulatory Compliance: The organization will comply with all relevant AI, data protection, and non-discrimination laws and regulations.

AI Inventory and Use Cases

• Maintain a current inventory of all AI tools and systems in use or under consideration.

• Document the intended use, benefits, and risks of each AI application.

• Regularly review and update the inventory as new tools are adopted or retired.

Data Management and Security

• Collect only the data necessary for AI applications, with informed consent where applicable.

• Store and process data securely, using encryption and access controls.

• Regularly audit data practices to ensure compliance and address any vulnerabilities.

• Establish clear protocols for data retention and deletion.

Ethical and Equity Guidelines

• Assess all AI tools for potential bias and take steps to mitigate discriminatory outcomes.

• Ensure AI systems are accessible and inclusive, considering the needs of diverse users.

• Regularly review AI outputs for fairness and accuracy.

Governance and Oversight

• Designate an AI Ethics Committee or responsible individual to oversee AI implementation and compliance.

• Conduct regular audits of AI systems for effectiveness, fairness, and alignment with organizational values.

• Establish a process for approving new AI projects, including risk assessments and stakeholder input.

Training and Awareness

• Provide ongoing training for staff, volunteers, and board members on AI basics, ethical use, and data protection.

• Encourage a culture of continuous learning and open discussion about AI opportunities and risks.

Accountability and Reporting

• Monitor compliance with this policy and document any incidents or breaches.

• Report significant issues to leadership and, where appropriate, to clients or partners.

• Outline consequences for policy violations and steps for remediation.

Community Engagement and Feedback

• Communicate AI use and policies to clients, donors, and the public through accessible channels.

• Provide avenues for stakeholders to ask questions, offer feedback, or raise concerns about AI use.

Policy Review and Updates

• Review this policy at least annually or whenever significant changes in technology, law, or organizational strategy occur.

• Update the policy as needed to reflect best practices and stakeholder input.

• Document all changes and communicate updates to staff and stakeholders.

Alignment with Existing Policies

• Ensure this AI policy is consistent with Larouex Nonprofit Consulting’s broader privacy, security, and information management policies.

• Consult legal counsel or the board as needed to ensure comprehensive compliance.

Collaboration and Knowledge Sharing

• Participate in nonprofit AI networks and forums to share experiences and learn from peers.

• Encourage staff to contribute to and benefit from sector-wide discussions on responsible AI use.