Scope: This policy applies to all Smart Brand System employees, contractors, and partners who use AI tools or develop AI-driven content on behalf of the company. It also sets expectations for third-party vendors using AI in collaboration with Smart Brand System.

Purpose: To ensure AI technologies are used in a responsible, ethical, and legally compliant manner, maximizing benefits while mitigating risks. Smart Brand System recognizes the immense potential of AI and the associated risks, and thus establishes clear, values-based guidelines for ethical AI use. We are committed to using AI in ways that promote fairness, accountability, and transparency, in line with our core values and all applicable laws. This policy will be reviewed and updated as needed to adapt to new technologies, laws, and best practices.

AI-generated output must align with Smart Brand System’s brand identity, voice, and values. We embed our Brand Blueprint—key brand principles, tone, and style guides—into AI usage to ensure every AI interaction reflects our brand’s essence.

Every marketing decision, piece of content, or customer message guided by AI must adhere to encoded brand parameters, creating consistent, high-quality communication.

By following this approach, we ensure AI strengthens brand identity rather than diluting it, maintaining perfect consistency across all platforms and interactions.

Definition: A Company Training Prompt is a simplified, strategic input used to “train” AI systems—like ChatGPT—to communicate and respond in alignment with a company’s unique identity, goals, and values.

Prompt Template:
We are Smart Brand System, a company that helps businesses grow in search and with AI with the human spark that sets them apart for content creators and small business owners.
Our mission is to empower businesses to grow their visibility, driving with AI that is human-led.
Respond in an empowering, authoritative, aspirational, friendly, and practical voice and align all answers with our core values: Authenticity, Layman’s Terms, Professionalism, and Trust.

All employees must apply this Company Training Prompt when starting an AI interaction to ensure consistent, on-brand communication.

The following tools are approved for official use:

• ChatGPT

• Google Gemini

• Grok

• Canva

• Fathom

Use of non-approved AI tools is not permitted without prior authorization from the Owner. All tools must be evaluated for privacy, compliance, and brand suitability before adoption.

✅ DO:

• Always use the Company Training Prompt.

• Fact-check AI-generated content.

• Edit outputs for clarity, brand voice, and tone.

• Keep customer and company data private.

• Use AI to support—not replace—human expertise.

• Clearly label AI-supported work when appropriate.
  

❌ DON’T:

• Input confidential or personal data into public tools.

• Use AI to make legal, HR, or compliance decisions.

• Auto-publish unreviewed AI content.

• Violate copyrights or use AI to plagiarize.

• Create misleading, biased, or harmful content.

• Ignore output that conflicts with brand standards.

All AI use must comply with internal security practices and applicable data laws.

• Do not input sensitive data into AI unless authorized.

• Use enterprise-grade tools when handling business data.

• Anonymize and encrypt data whenever feasible.

• Ensure compliance with GDPR, CCPA, and other relevant regulations.

• Monitor AI systems for privacy breaches or misuse.

• All AI-generated assets created for the company are company property.

• Verify outputs for originality to avoid copyright infringement.

• Don’t ask AI to mimic, reproduce, or alter protected IP.

• Use only appropriately licensed content and datasets.

• Record contributions when AI assists in innovation or invention.

• Label content substantially generated by AI.

• Disclose AI use to clients and partners when relevant.

• Don’t impersonate humans or fabricate testimonials.

• Clearly identify AI-powered systems when used for public or customer-facing interactions.

• Acknowledge the role of AI in communications where omission could be misleading.

• The Owner will oversee AI use across the organization.

• Employees must complete AI usage training.

• Company systems may monitor AI usage for compliance.

• Periodic audits will be conducted to ensure adherence.

• Non-compliance may result in disciplinary action, up to termination.

• Issues should be reported immediately to the Owner.

This policy will be reviewed as needed by the Owner to reflect changes in law, AI technology, and company operations.

All employees are expected to stay informed of updates and continue applying best practices to maintain responsible, brand-aligned AI usage.