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IDFB IDFB

Artificial Intelligence Policy

 

Introduction

This AI Policy document applies to all staff, contractors, volunteers, and representatives using AI tools in connection with IDFB activities. It outlines the principles and guidelines for the effective, ethical, secure, and responsible use of Artificial Intelligence (AI) technologies by the International Down and Feather Bureau (IDFB). AI tools include systems used for text generation, translation, image generation, transcription, summarization, analytics, and automated assistance. We recognize that we have simultaneous obligations to 1) use technology to maximize our impact and effectiveness toward our mission, while 2) respecting the rights and dignity of all individuals. To balance concerns and support our community service efforts, when IDFB uses AI, we will do so responsibly by applying the following principles: 

Accountability and responsibility

We will hold the individuals using AI tools accountable for their decision-making based on the tools. AI tools and systems support the work our staff remains committed to.

Equity and access

We will use AI in ways that do not create new inequities or barriers to accessing vital services. We will maintain safeguards that promote fair access to our services.

Fairness and non-discrimination

We will aim to use AI tools in ways that do not discriminate against the communities we serve. We will seek to use AI tools that minimize bias and ensure  fair outcomes for everyone, regardless of race, gender, ethnicity, or other factors.

Reliability and accuracy

We will use AI tools that perform as intended. We will select AI tools that consistently produce accurate outputs.

Transparency

We will explain when and how we use AI products when asked by our stakeholder communities.

Trust

We will use AI in ways that allow us to maintain trust with the community we support.

In service of mission

We will use AI in support of human decision-making, expertise, and creativity, and not in place of human expertise. AI tools will be selected because there is a way for them to support our mission.

These principles support and supplement our organization’s stated mission, vision, and values. We recognize that both our organization and AI technology will evolve; therefore, we will review and update this policy as needed.

I. Ethical Principles for AI Use

We commit to using AI in a way that is fair, transparent, and non-discriminatory. Our AI applications will prioritize the welfare and rights of individuals, ensuring that decisions are made with consideration for their potential impact on society. 

II. Data Privacy and Protection

We will collect and use data responsibly, ensuring informed consent is obtained. Data will be stored securely, with access strictly controlled. We will comply with all relevant data protection laws and ensure that personal information is treated with the utmost confidentiality. We will not upload personal, private, or sensitive data to train external AI models without express consent from affected parties. Participants must be informed when meetings are recorded or processed using AI-supported systems. Access credentials, financial information, confidential strategic information, and other highly sensitive data must not be uploaded into public AI systems.

III. AI System Transparency

We will be open about our use of AI systems. When AI is used in decision-making, we will provide clear explanations of the processes involved, ensuring that these decisions can be understood by those affected. 

AI systems may produce inaccurate, incomplete, biased, or misleading information. Human oversight and verification remain mandatory.

We will take the following steps in AI-produced content: 

  1. All text written with the help of AI will be reviewed by a human before it is made public. 
  2. If human review is exceptionally not possible, it will clearly be labeled as “created by AI without review by a human”. 
  3. Any photorealistic image or video created primarily by AI is clearly labeled as such, and any person(s) in said images or videos have given permission for such usage. 

IV. Accountability and Governance

Responsibility for AI governance lies with the IDFB secretariat. This includes overseeing AI use and ensuring policy compliance as well as the approval of operational AI tools and workflows in accordance with this policy.

V. Compliance with Laws and Regulations

Our use of AI will comply with all applicable local and international laws. Users must also respect applicable copyright, trademark, and intellectual property laws when using AI-generated or AI-assisted content.

VI. Employee Training and Awareness 

Employees will be provided with training to understand AI technologies, ethical considerations, and best practices in AI use. This will foster a culture of responsible AI use within the organization. 

VII. Monitoring and Evaluation 

We will continuously monitor the performance of our AI systems, assessing their impact on our operations and the communities we serve. Regular evaluations will inform improvements and adjustments to our AI strategies. 

VIII. Review and Update of Policy 

This policy will be reviewed as needed to reflect new developments in AI technology and changes in regulatory requirements. The process for updates will be transparent and inclusive.

IX. Contact and Reporting 

For inquiries or to report a concern related to our AI use, please contact the IDFB secretariat at idfb@idfb.net. We encourage open communication to ensure responsible use of AI in our organization.