AI Transparency & Usage Policy

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1. Our Commitment to Innovation and Ethics

At My Accord, we leverage Artificial Intelligence (AI) to enhance our workflow and deliver high-efficiency results. We operate on a "Human-Led, AI-Augmented" model. This policy informs our clients, partners, and staff of how we maintain the balance between innovation and our professional duties.

2. Approved vs. Prohibited AI Tools

To protect client confidentiality, we distinguish between safe and unsafe environments:

• Approved Tools: We only use Enterprise-grade AI solutions (e.g., Microsoft Copilot for Business, Lexis+ AI) where the vendor provides contractual guarantees that data is encrypted and not used to train their global models.

• Prohibited Tools: The use of free, public-facing generative AI tools (e.g., standard ChatGPT, Gemini, or Claude free versions) for any client-related work is strictly prohibited to prevent data leakage.

3. Data Privacy, POPIA, and Security

In compliance with the Protection of Personal Information Act (POPIA):

• De-identification: Personal information is anonymized or de-identified before being processed by any AI analytical tool.

• No Training Data: We do not permit our AI vendors to utilize our company's inputs or your sensitive data to "train" their algorithms.

• Security Audits: We conduct regular internal audits of our AI software stack to ensure compliance with our Cybersecurity Policy.

4. Human Oversight and Professional Accountability

In accordance with prevailing legislation and ethical guidelines:

• Verification:  Any AI-generated content is treated as a "highly-intelligent draft"  only. Every output is subjected to rigorous human verification for accuracy, relevance, and "hallucinations" (fictional citations).

• Professional Responsibility: No work product is issued to a client without the final review and electronic signature of a qualified professional. We remain 100% accountable for all outcomes.

5. Intellectual Property and Confidentiality

• Ownership:  We ensure that the use of AI tools does not compromise the ownership of      the documents we create for you.

• Privilege:  We maintain the sanctity of confidentially. AI is used as a processor of      information, not a recipient of confidential disclosures.

6. Bias and Fairness

We are committed to the ethical use of AI. We monitor our tools for "algorithmic bias" to ensure that AI-assisted decisions do not result in unfair discrimination or prejudice, aligning with the South African Constitution and our DEI (Diversity, Equity, and Inclusion) values.

7. Governance and Non-Compliance

• Accountability:  Our information officer is responsible for overseeing AI integration and risk management.

• Discipline:  Any breach of this policy by staff, particularly regarding the unauthorized use of "Open AI" tools for client data, will be subject to disciplinary action in line with our disciplinary processes and the applicable South African labour laws.

8. Transparency and Contact

We believe in full disclosure. If you have any questions regarding our AI stack or how your data is processed, please contact our Information Officer at admin@myaccord.co.za.