Generative AI Acceptable Use Policy

Version 1.0
Owner: Information Security & Compliance

1. Purpose

This policy establishes guidelines for the responsible, secure, and compliant use of Generative Artificial Intelligence (AI) tools within SOUKMEDIA, including services delivered under ACE360 and related platforms.

The objective is to:

• Protect client data and confidential information

• Maintain regulatory compliance

• Preserve intellectual property rights

• Ensure accuracy and accountability in AI-assisted outputs

2. Scope

This policy applies to:

• All employees, contractors, and consultants

• All departments using AI tools for content, marketing, analytics, operations, or internal productivity

• All client-facing deliverables where AI tools may assist in creation

3. Approved Use of Generative AI

Generative AI tools may be used to support:

• Drafting marketing content and campaign assets

• Brainstorming ideas and strategy outlines

• Data summarisation (non-confidential datasets only)

• Internal documentation drafting

• Research assistance using publicly available information

All AI-generated outputs must undergo human review before being delivered to the client..

4. Prohibited Use

The following are strictly prohibited:

• Inputting confidential client data into public AI systems

• Uploading Personally Identifiable Information (PII) without explicit written authorisation

• Processing regulated data (financial, healthcare, sensitive personal data) in public AI tools

• Using AI to generate misleading, false, defamatory, or unlawful content

• Fully automated client communication without human oversight

5. Data Protection Standards

When using Generative AI tools, SOUKMEDIA enforces:

• Data minimisation principles

• Redaction of identifiable or proprietary information

• Use of secure, access-controlled AI tools where applicable

• Alignment with existing Information Security and Data Protection policies

• Compliance with applicable privacy regulations (e.g., GDPR principles where relevant)

6. Human Oversight & Quality Control

• All AI-generated content must be reviewed by qualified personnel

• Subject matter experts validate factual accuracy

• Final accountability remains with SOUKMEDIA personnel, not the AI system

• AI outputs are treated as drafts, not final, authoritative content

7. Intellectual Property & Ownership

• AI-assisted outputs prepared for clients are owned per contractual agreements

• SOUKMEDIA ensures that deliverables are original, reviewed, and do not knowingly infringe third-party rights

• AI tools are not used to replicate copyrighted materials unlawfully

8. Security Controls

• Access to AI tools is restricted to authorised users

• Multi-factor authentication is enforced where available

• Usage is subject to internal monitoring

• AI tool selection undergoes a basic vendor risk assessment

9. Transparency

Where contractually required or industry-appropriate, SOUKMEDIA may disclose AI-assisted content creation practices to clients.

10. Policy Governance

This policy is reviewed annually or upon the occurrence of significant regulatory or technological changes.