1. Introduction and Purpose

At Tekai, we recognize the transformative potential of Artificial Intelligence (AI) in driving innovation, improving efficiency, and delivering value to our clients. As a software development house, we are committed to integrating AI technologies into our operations in a manner that is ethical, transparent, and compliant with industry standards and regulatory frameworks, including the European Union’s AI Act and General Data Protection Regulation (GDPR).

This AI Policy outlines our principles, guidelines, and practices for the responsible use of AI technologies by our employees, contractors, and partners. It serves as a foundational document to ensure that our use of AI aligns with our core values, client expectations, and legal obligations. By establishing clear standards for AI adoption, we aim to:

1. Promote Fairness and Accountability: Ensure that AI systems are designed, developed, and deployed in a way that avoids bias, discrimination, and harm.
2. Enhance Transparency: Provide clarity on how AI tools are used within our organization, ensuring that employees and clients understand the capabilities and limitations of these technologies.
3. Protect Data Privacy and Security: Safeguard sensitive and proprietary information by adhering to strict data protection protocols and minimizing the risks associated with AI tools.
4. Support Compliance: Align with applicable laws, regulations, and client-specific AI policies to maintain trust and integrity in our operations.
5. Drive Innovation Responsibly: Foster a culture of innovation while ensuring that AI is used in ways that benefit our clients, employees, and society at large.

This policy applies to all AI-related activities, including but not limited to the use of machine learning models, generative AI tools (e.g., OpenAI’s ChatGPT, GitHub Copilot,...), and other AI-driven technologies. It is designed to complement our existing policies on data protection, intellectual property, and employee conduct.

By adhering to this policy, we demonstrate our readiness to collaborate with clients on AI-powered projects while upholding the highest standards of ethical and responsible AI use. Together, we can harness the power of AI to achieve shared success.

2. Scope and Applicability

The AI Policy is designed to provide clear guidance on the use of Artificial Intelligence (AI) technologies within Tekai. It applies to all individuals and entities involved in our operations, including:

• Employees: Full-time, part-time, and contract employees engaged in software development, project management, and other roles.
• Contractors and Freelancers: External professionals working on projects or tasks that involve the use of AI tools.
• Partners and Vendors: Third-party organizations collaborating with us on AI-related projects or providing AI technologies.
• Clients: While this policy primarily governs our internal practices, it ensures alignment with client-specific AI policies and expectations when working on their projects.

This policy covers the following types of AI technologies and applications:

1. Generative AI Tools: Platforms like OpenAI’s ChatGPT, GitHub Copilot, and other AI-driven content generation tools.
2. Machine Learning Models: Custom or pre-built models used for data analysis, predictive analytics, and decision-making.
3. Automation Tools: AI-powered tools for task automation, such as code review, testing, and deployment processes.
4. Data Analysis Tools: AI tools used for processing, interpreting, and visualizing data.
5. Other AI Technologies: Any other AI-driven software or systems adopted by the company.

The policy applies to all stages of AI use, including but not limited to:

• Development: Designing, building, and training AI models or systems.
• Deployment: Implementing AI tools in internal processes or client projects.
• Evaluation: Monitoring and assessing the performance, accuracy, and impact of AI systems.
• Maintenance: Updating, refining, and retiring AI tools as needed.

Exclusions

This policy does not apply to:

• AI tools used exclusively by clients unless explicitly governed by contractual agreements.
• Research and development activities conducted in collaboration with academic or regulatory bodies, which may be subject to separate guidelines.

By defining the scope and applicability of this policy, we ensure that all stakeholders understand their roles and responsibilities in adopting AI technologies responsibly and in compliance with regulatory and client requirements.

3. General Principles

3.1 Ethical Use

Tekai is committed to using AI in a manner that upholds the highest ethical standards. This includes:

• Fairness: Ensuring that AI systems do not perpetuate bias, discrimination, or inequality. We will actively work to identify and mitigate biases in data, algorithms, and outcomes.
• Human-Centricity: Prioritizing the well-being and rights of individuals affected by AI systems. AI should augment human capabilities, not replace or undermine human judgment.
• Non-Harm: Avoiding the use of AI in ways that could cause physical, emotional, or psychological harm to individuals or communities.

3.2 Transparency

Transparency is essential to building trust in AI systems. At Tekai, we will:

• Explainability: Ensure that AI systems and their outputs are explainable and understandable to stakeholders, including employees, clients, and end-users.
• Open Communication: Clearly disclose when and how AI is being used in our processes or deliverables. We will avoid using AI in ways that could be perceived as deceptive or misleading.
• Documentation: Maintain thorough documentation of AI tools, their purposes, and their limitations to ensure accountability and traceability.

3.3 Accountability

We recognize the importance of accountability in AI decision-making and implementation. This includes:

• Responsibility: Assigning clear roles and responsibilities for the development, deployment, and oversight of AI systems.
• Risk Management: Proactively identifying and addressing risks associated with AI, including data privacy breaches, algorithmic errors, and unintended consequences.
• Compliance: Adhering to all applicable laws, regulations, and client-specific AI policies. We will regularly review and update our practices to remain compliant with evolving standards.

3.4 Innovation and Continuous Improvement

While adhering to ethical and regulatory standards, Tekai encourages innovation in the use of AI. We will:

• Foster Creativity: Support the exploration of cutting-edge AI technologies to drive innovation and deliver value to our clients.
• Continuous Learning: Invest in training and development programs to keep our team updated on the latest AI trends, tools, and best practices.
• Feedback Loops: Establish mechanisms for collecting and incorporating feedback from employees, clients, and other stakeholders to improve our AI systems and policies.

3.5 Sustainability

Tekai is committed to using AI in ways that promote environmental and social sustainability. This includes:

• Resource Efficiency: Optimizing the use of computational resources to minimize the environmental impact of AI systems.
• Social Responsibility: Ensuring that AI technologies benefit society as a whole and contribute to positive social outcomes.

4. Approved AI Tools

• List approved AI tools and platforms (e.g., GitHub Copilot, OpenAI’s ChatGPT).
• Prohibit the use of unapproved AI tools to prevent data security and compliance risks.

5. Data Privacy and Security

• Restrict the input of sensitive or proprietary data into AI tools, especially public platforms.
• Align with GDPR and other EU data protection regulations.
• Reference existing confidentiality and data use policies.

6. Intellectual Property (IP) Protection

• Ensure AI-generated content complies with IP laws and client agreements.
• Use AI tools in ways that protect both the company’s and clients’ intellectual property.

7. Employee Training and Guidelines

• Provide training on ethical AI use, data privacy, and compliance.
• Define reasonable use guidelines (e.g., AI for coding assistance, not decision-making without oversight).

8. Monitoring and Governance

• Establish oversight mechanisms to monitor AI usage and compliance.
• Conduct regular audits of AI tools and their outputs.
• Address AI-related risks (e.g., errors, bias) proactively.

9. Incident Reporting and Escalation

• Create a process for reporting AI-related issues (e.g., data breaches, biased outputs).
• Define escalation protocols for resolving AI-related incidents.

10. Alignment with Client Policies

• Commit to adhering to clients’ AI policies and guidelines.
• Collaborate with clients to ensure seamless integration of AI into their projects.

11. Revision and Updates

• Review and update the AI policy regularly to reflect new technologies, regulations, and client requirements.
• Encourage employee feedback to improve the policy.

12. References

• Link to relevant EU regulations (e.g., AI Act, GDPR).
• Include internal policies (e.g., confidentiality, document retention) that support this AI policy.