Introduction
At Salamanca Group, we recognise the transformative potential of Generative Artificial Intelligence (AI) tools, such as ChatGPT, Microsoft Copilot, Adobe AI-powered tools, and emerging platforms like MidJourney. While these technologies can enhance creativity, efficiency, and innovation, we are committed to ensuring their responsible, transparent, and ethical use.This policy outlines our principles for using Generative AI, safeguards data privacy, and aligns with our ethical standards and compliance requirements.
Scope of the Policy
This policy applies to:
All employees, contractors, and third-party partners of Salamanca Group.
The use of any Generative AI tools (approved or exploratory), including ChatGPT, Microsoft Copilot, Adobe tools, and any future platforms like MidJourney.
It governs public-facing outputs, internal operations, and deliverables created for clients.
Approved AI Tools
Currently, the following Generative AI tools are approved for limited use:ChatGPT (OpenAI)Microsoft CopilotAdobe AI toolsExploratory AI Tools: MidJourney is being evaluated for potential use.Any use of unapproved Generative AI tools must be authorised by Marketing and Compliance.
Principles of Generative AI Use
Transparency and Disclosure
AI-generated content must be reviewed and disclosed where appropriate. Example: “This content has been created using AI tools.” If Generative AI contributes substantively to client deliverables or public-facing outputs, the involvement of AI will be disclosed to maintain trust.
Accuracy and Human Oversight
AI outputs must always be reviewed by Marketing and/or Compliance to ensure: Accuracy and factual integrity. Alignment with Salamanca Group’s professional standards and values.Avoidance of misleading or inappropriate content.Generative AI is a supportive tool, not a substitute for human expertise or judgment.
Ethical and Responsible Use
Generative AI must not be used to: Produce or disseminate misleading, harmful, or offensive content.Infringe upon intellectual property rights or use unlicensed material.Generate content that breaches confidentiality, client trust, or data protection laws.
Data Privacy and Protection Sensitive, confidential, or client-specific information must not be input into Generative AI tools without explicit approval from Compliance.All use of Generative AI must comply with the UK GDPR and Salamanca Group’s Privacy Policy. Approved AI tools must demonstrate strong data security and privacy measures.
Intellectual Property (IP) and Ownership
AI-generated content will be treated as the property of Salamanca Group unless third-party licensing terms apply.Content created with AI tools will not incorporate copyrighted or proprietary material without proper permissions or licenses.Any third-party AI-generated assets will be appropriately credited and used with consent.Review anusd Quality ControlAll AI-generated outputs, particularly those for external use, must undergo a two-tier review process by:Marketing for content quality, brand alignment, and communication standards.Compliance for legal, ethical, and regulatory adherence.
Use Cases for Generative AI
Permitted Use: Supporting internal workflows, such as drafting content, brainstorming ideas, or summarising data.Enhancing creativity in marketing campaigns, non-confidential visuals, or written content.Improving efficiency in administrative or research-related tasks.
Prohibited Use: Generative AI tools must not be used to:Generate or publish content without human review.Handle sensitive, confidential, or client-specific data without explicit approval. Misrepresent Salamanca Group, its services, or its partners in any way.
Third-Party Generative AI Tools
Where Salamanca Group relies on third-party AI-driven tools or vendors:Such tools will be evaluated for compliance with Salamanca Group’s data privacy, security, and ethical standards. We will ensure third-party providers maintain appropriate licences and respect intellectual property laws.
Compliance and Training
All employees will receive periodic training on the responsible use of Generative AI tools and the implications for data privacy, accuracy, and ethics. Employees must report any misuse of Generative AI tools or outputs to Compliance.Monitoring and UpdatesSalamanca Group will continue to monitor developments in AI technologies and may revise this policy to address evolving risks, opportunities, and regulatory requirements.This policy will be reviewed annually or whenever significant updates to AI tools or their use cases occur.Contact UsFor questions regarding this policy, approval of Generative AI tools, or reporting misuse, please contact: info@salamanca-group.com