A.I. Tech Inc.

Ethical AI Policy

This policy explains how A.I. Tech Inc. uses artificial intelligence as an internal assistant to deliver AI Roadmaps and workflow improvements while protecting client confidentiality, privacy, and trust.

Effective Date: January 2, 2026Applies to: AI Roadmaps, workflow audits, implementation supportContact: aipolicy@aitech.ca

1. Purpose

A.I. Tech Inc. uses artificial intelligence ("AI") as an internal decision-support and drafting tool to help clients improve operations, efficiency, and decision-making.

This policy defines how AI is used, how client data is protected, what AI is not allowed to do, and how human judgment remains central.

Our goal: Use AI to increase clarity and leverage without compromising trust, privacy, or accountability.

2. Core Principles

2.1 Human-Led Decisions

AI does not make final decisions, recommendations, or commitments on behalf of clients. All client-facing outputs are reviewed by human consultants and approved through explicit quality gates.

2.2 Data Minimization

Only the minimum information necessary is provided to AI systems for a specific task. We do not send entire CRM records or raw client datasets to AI.

2.3 Purpose Limitation

Client information is used only to produce contracted deliverables and support implementation decisions for that client. It is never used for marketing, resale, or cross-client learning.

2.4 Transparency

Clients have the right to understand where AI is used in our process and what role it plays. We provide clear disclosures when AI meaningfully contributes to deliverables.

2.5 Security by Design

Our AI usage is architected to reduce exposure: controlled inputs, redaction rules, access controls, and mandatory human review.

3. How A.I. Tech Inc. Uses AI

AI may be used internally to:

Analyze structured intake information and audit notes
Identify operational patterns and potential improvement opportunities
Draft sections of AI Roadmaps and supporting documentation
Summarize and structure complex information into executive-ready formats
Support scenario analysis and prioritization (with human review)

AI is not used to:

Make autonomous decisions or final recommendations
Interact directly with your customers or end-users
Replace professional consulting judgment
Access client systems independently without authorization

4. Human Oversight & Accountability

Every AI-assisted engagement includes mandatory human review gates before client delivery, including:

Opportunity validation: confirm relevance, feasibility, and business value
Prioritization approval: ensure sequencing reflects operational reality
Narrative approval: ensure recommendations are clear, appropriate, and defensible

Key rule: No AI-generated content is delivered to clients without human sign-off.

5. Client Data Handling

5.1 Systems of Record

Client data is stored in secure systems of record (e.g., CRM platforms such as HubSpot). AI tools are not systems of record.

5.2 Sanitized Input Packs

Before any AI analysis, we construct a sanitized input pack that:

Includes only allow-listed fields required for the specific analysis stage
Removes or replaces personal identifiers with role-based references
Excludes credentials, secrets, and sensitive attachments

Example: Names are replaced with roles, and aggregated metrics are used instead of raw records.

5.3 Sensitive Data

We do not provide AI systems with:

Client, customer, or patient lists or records
Credentials, access tokens, or secrets
Financial account numbers or similarly sensitive identifiers
Raw legal or regulatory documents unless summarized and scrubbed

6. AI Training & Memory

A.I. Tech Inc. does not permit client data to be used for AI model training, persistent AI memory, or cross-client learning.

We use controlled configurations and workflows designed to minimize retention and prevent accidental reuse of client information.

Operational control: Our AI prompts run on sanitized inputs (allow-listed fields only), not raw CRM exports.

7. Data Retention

Raw intake and audit data are retained only as required for delivery and legal obligations
AI working inputs are temporary and handled according to internal retention policies
Final deliverables are stored securely with access controls
Clients may request deletion where legally permissible

Retention periods may vary by engagement and regulatory requirements. Ask us for your engagement's retention profile.

8. Risk Management & Limitations

AI systems can be incomplete, reflect assumptions, or produce plausible but incorrect outputs. Because of this:

AI outputs are treated as drafts
Human validation is mandatory
Conservative assumptions are preferred and documented
Uncertainty is explicitly noted where it matters

Clients should treat AI-assisted insights as decision support, not guarantees.

9. Client Rights

Clients may:

Ask how AI was used in their engagement
Request clarification on AI-assisted outputs
Request limitations on AI usage for their engagement where feasible
Decline specific AI-assisted components when alternatives exist

10. Continuous Review

This policy is reviewed regularly to reflect evolving best practices, client expectations, and regulatory changes. Material updates will be communicated when relevant.

11. Contact

For questions regarding this policy or A.I. Tech Inc.'s use of AI:

Email: aipolicy@aitech.ca
Subject: Ethical AI Policy Inquiry

Plain-English summary: A.I. Tech Inc. uses AI responsibly as an internal assistant, not a decision-maker. Your data is minimized, protected, and never used to train AI systems in our workflow.