Owen Mumford Artificial Intelligence (AI) Acceptable Use Policy

Scope and Applicability

This policy governs the use of AI technologies, including Generative AI and Large Language Models, when processing Owen Mumford data or using company devices. It applies to all employees, contractors, and suppliers who interact with company Information Assets.

General Principles and Security

Only sanctioned AI services may be used on company systems. The use of third-party AI meeting assistants (e.g., Otter.ai, Fathom) is restricted unless formally approved. Employees must not use personal credentials for business-related AI tools or install unapproved APIs or plug-ins.

Data Protection and Confidentiality

Employees are prohibited from inputting sensitive company information—such as intellectual property, source code, financial data, or Personal Information—into AI applications without explicit management approval. AI output must be reviewed for accuracy, ethical standards, and to prevent copyright or reputational risks.

Compliance, Reporting, and Enforcement

All AI-generated content used for business must be cited and reviewed. Non-compliance must be reported via the My Service Desk portal. Violations of this policy may lead to disciplinary action, and exceptions require formal written authorization from the ICT Manager and the Group Quality and Regulatory Affairs Director.