AI Use Guidelines

1 · Purpose

These guidelines tell team members how to use AI tools responsibly in their day-to-day work – getting the benefit while protecting data, accuracy and our reputation.

2 · Scope

Applies to everyone using AI assistants and tools for Nxt7a work, including Claude, Gemini, ChatGPT and AI features embedded in other systems.

3 · Policy Statements

Use AI to assist, not to decide unchecked. AI is a tool to help you work faster and better. You remain responsible for the output. Review and verify before relying on it, publishing it, or sending it to clients.

Protect data – know what not to paste. Do not put Confidential or Restricted information (per the Data Classification & Retention Policy) into AI tools unless the tool is approved for that data and covered by appropriate terms. In particular:

• No client or partner data, credentials, or personal data into consumer AI tools.
• Never input Indigenous community data or traditional knowledge into any AI tool except as expressly permitted under the Data Sharing & Indigenous Data Sovereignty Policy.

Verify accuracy. AI can be confidently wrong. Check facts, figures, citations and especially any environmental or biodiversity claims against source before use. Our credibility depends on accuracy.

Be transparent. Where appropriate, be clear when material is AI-assisted, and don't present AI output as independent expert verification.

Avoid bias and harm. Be alert to biased, unfair or inappropriate output and don't propagate it.

Respect IP and confidentiality. Don't use AI to reproduce others' copyrighted work, and don't share Nxt7a's confidential material with tools whose terms would expose it.

Use approved tools. Prefer the approved AI tools in the Core Systems catalogue. Request new AI tools via Jira Service Management; adopting unvetted AI tools for company data is shadow IT.

Human oversight on decisions. Don't let AI make consequential decisions about people (e.g. hiring) or publish environmental conclusions without human judgement.

4 · Roles & Responsibilities

• All users follow these guidelines and own their outputs.
• Managers model good practice.
• AI Governance Lead keeps the guidelines current and answers questions.

5 · Compliance, Monitoring & Breach

Misuse – especially exposing sensitive or Indigenous data to AI tools – is a serious breach handled under the Code of Conduct and security/privacy processes.

6 · Related Documents

Responsible AI Policy · Acceptable Use & IT Policy · Data Classification & Retention Policy · Data Sharing & Indigenous Data Sovereignty Policy · Privacy Policy.

7 · Standards Mapping

• B Corp: Workers.
• ISO/IEC 42001:2023: A.9 (responsible use of AI systems).
• ISO/IEC 27001:2022: A.5.10 (acceptable use of information).

8 · Version History