Full Circle Business Services, LLC
AI Operational Policy
1. Purpose Statement
Full Circle Business Services, LLC (“the Company”) is committed to leveraging Artificial Intelligence (AI) technologies to enhance efficiency, improve client outcomes, and deliver innovative business solutions. This policy establishes the framework for responsible AI use within the Company, ensuring compliance with applicable laws, safeguarding data, and maintaining the highest standards of ethics and professionalism.
2. Privacy and Security
Data Protection: All client data used in AI tools will be handled in accordance with federal, state, and international privacy regulations (e.g., GDPR, HIPAA where applicable).
Confidentiality: Proprietary and client information shall never be input into AI systems without appropriate safeguards, such as anonymization or contractual data protection agreements with vendors.
Storage & Access: AI-generated data will be stored securely in encrypted environments with access restricted to authorized personnel.
Risk Management: Regular security audits will be conducted to assess vulnerabilities related to AI use.
3. Governance Structure
AI Oversight Committee: A cross-functional committee (including leadership, IT, compliance, and client service representatives) will govern AI operations.
Policy Ownership: The Operations Director (or equivalent) will serve as the primary custodian of this policy.
Decision-Making: All AI system adoptions, upgrades, or retirements require committee review and executive approval.
4. Operational Scope
This policy applies to:
AI tools used internally for business operations (e.g., data management, workflow automation, analytics).
AI tools used externally for client-facing services (e.g., dashboards, chatbots, web design enhancements).
AI used in marketing, communications, and content creation.
Excluded: Personal AI use by employees outside the scope of company business.
5. Ethical Guidelines
Transparency: Clients will be informed when AI is used in service delivery.
Human Oversight: AI outputs will always be reviewed by a qualified human before final delivery to clients.
Bias Mitigation: Efforts will be taken to minimize bias in AI models through training data review, regular audits, and monitoring outputs for fairness.
Integrity: AI will not be used for deceptive practices, misinformation, or violating intellectual property rights.
6. Evaluation Tools & Metrics
AI systems will be evaluated using the following tools and benchmarks:
Accuracy & Reliability Testing – periodic validation against human-reviewed benchmarks.
Data Privacy Impact Assessments (DPIAs) – to assess compliance with privacy regulations.
Fairness & Bias Audits – to detect and correct unintended discrimination.
ROI Analysis – to measure productivity gains, cost savings, or client satisfaction improvements.
7. Training
Employee Training: All staff will undergo initial and annual refresher training on responsible AI use, security practices, and ethical considerations.
Client Training (where applicable): Educational materials will be provided to clients engaging with AI-powered solutions.
Continuous Learning: The Company will encourage professional development in emerging AI regulations and best practices.
8. Monitoring and Accountability
Performance Monitoring: AI tools will be monitored for accuracy, reliability, and compliance on an ongoing basis.
Audit Logs: All AI-related activities will be logged to maintain accountability and transparency.
Issue Escalation: Employees must immediately report any suspected misuse, errors, or breaches to the AI Oversight Committee.
Accountability: Violations of this policy may result in corrective actions up to and including termination of employment or vendor contracts.
9. Review and Updates
This policy will be reviewed annually by the AI Oversight Committee and updated as necessary to reflect evolving technologies, regulations, and business needs.