Generative AI Policy: Brandwin Digital Limited

Core Principle: AI is a tool to augment human capability, not replace human judgment. All staff and customer communications remain the responsibility of the human creator. “It was the AI” is not a defence for breach of policy, law, or professional standards.

Part A: Employee Policy (Internal Use and GDPR Compliance)

This policy sets out the guidelines for all Brandwin Digital staff, contractors, and affiliates regarding the use of Generative tools in the course of their work.

1. The Accountability Clause

Human Oversight and Responsibility: Staff are reminded that they are the final authority. All outputs generated by tools must be reviewed, fact-checked, and edited for accuracy, tone, and compliance by a human member of staff before publication or sending. Staff are personally responsible for any consequence (legal, commercial, or disciplinary) resulting from the use of outputs, just as they are for content they generate entirely themselves.

2. Mandatory GDPR and Data Security Guidelines

The Risk: Public tools may use user inputs to train their models, which risks disclosing confidential company or personal data and breaching GDPR.

To ensure data security and GDPR compliance, staff must adhere to the following strict guidelines:

• Personally Identifiable Information: NEVER input any about clients, contacts, or staff (names, email addresses, phone numbers, etc.) into public tools.
• Confidentiality: NEVER input any confidential or proprietary company information (trade secrets, unique client strategies, financial data, unreleased content, unique Brandwin processes) into public tools. This protects our Intellectual Property (IP) and client trust.
• Data: Staff must always assume any data entered into an unapproved tool may become public. Only use tools that have been pre-approved by the data controller or are explicitly certified not to use input data for training.

3. Transparency in External Communication

Brandwin Digital supports the responsible use of to increase efficiency.

• Permitted AI use: AI is approved for: drafting first versions of internal reports (protected and confidential data not inputted as above), summarising long documents, brainstorming ideas, and creating first-draft marketing and website copy.
• External AI use: Where AI has played a significant role (more than basic grammar correction) in a final client-facing deliverable, staff must use an appropriate disclaimer or notify the client. This can be done within the sales process.
• Prohibited AI: AI must not be used to create content that misleads or alters the original meaning of facts or quotes. The final published communication must genuinely reflect the intended message of Brandwin Digital.

Part B: Customer Policy and Communications Disclaimer (External)

This policy outlines our commitments and expectations for customer conduct when interacting with Brandwin Digital.

1. Our Commitment to AI Transparency

Brandwin Digital Limited is committed to innovation and uses to enhance the speed and quality of our service. However, we believe in radical transparency: all content created with assistance undergoes rigorous human review and editing. We remain fully responsible for our outputs.

Where AI has significantly contributed to the content you receive, the following disclaimer will be applied:

DISCLOSURE: This content (or parts thereof) was drafted/enhanced using Generative tools to improve efficiency and speed. Brandwin Digital Limited has fact-checked and edited the final output. We remain fully responsible for its accuracy and compliance.

2. Customer Accountability for AI-Generated Communications

Customers engaging with Brandwin Digital Limited are encouraged to be responsible when using tools to generate their own communications with us (e.g., in emails, service tickets, or project briefs).

• Factual : You are responsible for verifying the accuracy of any claims, data, or requests you send to us, even if drafted by an AI.
• Data: You must ensure that any personal data or confidential information you provide in your communications (even if -drafted) is appropriate and safe to share. We cannot be held liable if your tool inadvertently includes sensitive data from your own private network in a prompt response to us.
• Compliance: Any communication sent to Brandwin Digital Limited will be treated as if it were written entirely by a human. Your AI’s output reflects your intent.

3. Zero Tolerance Policy: AI-Assisted Abuse

Brandwin Digital Limited maintains a zero-tolerance policy for abuse, harassment, or discriminatory language directed at our staff, regardless of the source.

• No Shield From AI: The use of tools to generate overly critical, threatening, abusive, defamatory, or discriminatory messages to our employees is a direct violation of our conduct policy.
• Consequence: Any customer communication deemed abusive or unjustly critical, even if attributed to generation, will be treated as human-generated abuse and will result in the immediate termination of the contract or relationship, as appropriate. “The AI did it” will not be accepted as an explanation or mitigation.