AI Policy for IBW Engineering Consultancy Waugh
1. Purpose of the Policy
This policy defines the responsible, secure, and legally compliant use of Artificial Intelligence (AI) within IBW Ingenieurberatung Waugh.
Its purpose is to ensure that AI-supported tools enhance the quality, efficiency, and legal certainty of engineering-related work while clearly limiting risks.
2. Scope of Application
AI systems—including, in particular, ChatGPT Business by OpenAI Ireland Ltd. and comparable AI-supported tools—may be used for the following purposes:
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Assistance in preparing technical or commercial text drafts (e.g., correspondence, disruption notices, statements, explanatory reports).
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Research, structuring, and summarising technical, legal, and construction-management content.
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Support in organisational, planning, and administrative tasks.
3. Principles of Use
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Full responsibility for all documents created with AI assistance always remains with Dipl.-Ing. Ralph Waugh.
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AI-generated results must never be used without verification. They are subject to mandatory review for plausibility, quality, and technical accuracy.
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Sensitive or particularly confidential personal data may not be submitted to AI systems.
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Project-related or confidential information may only be processed using secure AI services, such as ChatGPT Business.
4. Data Protection, DPA, and Legal Framework
IBW Ingenieurberatung Waugh uses ChatGPT Business, which is governed by the OpenAI Services Agreement and a legally binding
Data Processing Addendum (DPA) pursuant to Art. 28 GDPR.
This DPA ensures that:
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OpenAI acts solely as a data processor on behalf of the customer.
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Data is processed exclusively for the purpose of providing the services.
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Customer data is not used to train or improve public AI models.
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All international data transfers follow GDPR requirements, including Standard Contractual Clauses (SCCs).
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Appropriate technical and organisational security measures are implemented (encryption, access control, audit mechanisms).
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Data can be deleted or returned upon request.
The DPA is publicly available at:
https://openai.com/policies/data-processing-addendum/
Personal data is processed only where technically necessary and in a minimised or anonymised form.
5. Intellectual Property and Usage Rights
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Content produced with AI assistance must not infringe the intellectual property rights of third parties.
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IBW retains all rights to input and output created or processed through AI systems.
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OpenAI obtains no rights of use in the submitted or generated content.
6. Responsibility, Documentation, and Controls
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As the owner, Ralph Waugh holds sole responsibility for compliant and appropriate use of AI systems.
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Documents significantly created or influenced by AI are internally labelled and archived in a traceable manner.
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Upon request by clients, authorities, or courts, the use of AI will be transparently disclosed.
7. Security and Processing of Confidential Information
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AI systems may only be used if they meet the security requirements of IBW Ingenieurberatung Waugh.
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Particularly sensitive content is subject to a case-by-case assessment; if in doubt, such data will not be processed using AI.
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ChatGPT Business fulfils, according to the DPA, mandatory requirements for:
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encryption in transit and at rest,
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controlled access management,
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independent security audits,
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regulated subprocessors under GDPR standards.
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8. Training, Knowledge Maintenance, and Continuous Improvement
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Ralph Waugh continuously monitors technical, legal, and organisational developments in the field of artificial intelligence.
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The use of AI systems is continually adapted to evolving regulatory and technological standards.
9. Revision of the Policy
This policy is reviewed regularly—at least annually—and updated when required due to legal, technological, or operational developments.
10. Validity
This AI Policy enters into force immediately and is binding for
IBW Ingenieurberatung Waugh
as of 8 December 2025.