AI Policy for IBW Engineering Consultancy Waugh
1. Purpose of the Policy
- This policy regulates the responsible and secure use of artificial intelligence (AI) within the IBW Engineering Consultancy Waugh. The objective is to ensure the quality, efficiency, and legal compliance of AI applications and to clearly limit associated risks.
2. Areas of Application
- AI systems, particularly ChatGPT and comparable AI-supported tools, can be utilized for:
- Assisting in drafting documents (e.g., correspondence, disruption notices, statements).
- Researching and summarizing technical, legal, and construction-related matters.
- General support for organizational and planning tasks.
3. Principles of Use
- The responsibility for all documents created with AI assistance lies solely with Dipl.-Ing. Ralph Waugh. AI-generated content must always be reviewed and approved by Ralph Waugh.
- Sensitive data (personal data, confidential internal project information, or protected third-party information) must not be shared uncontrolled with AI systems.
- All AI-generated content must undergo plausibility and quality checks by Ralph Waugh prior to use.
4. Intellectual Property and Data Protection
- Content created using AI must not violate third-party copyrights or data protection rights.
- Personal data may only be used in anonymized or abstracted form.
5. Responsibility and Control
- Ralph Waugh, as the owner, bears responsibility for compliance with this AI policy as well as all business and legal consequences resulting from the use of AI.
- Documents created significantly using AI must be internally marked accordingly and archived in a traceable manner.
6. Transparency and Traceability
- Inquiries by third parties (e.g., clients, authorities, or courts) regarding the origins of AI-generated content must transparently disclose the use of AI.
- Internally, there must be systematic documentation of the AI tools used (e.g., ChatGPT) to ensure traceability of the resources utilized.
7. Training and Development
- Ralph Waugh regularly and proactively informs himself about current developments in AI, especially regarding legal aspects, data protection, and liability issues.
8. Security and Data Protection of AI Tools
- For confidential or sensitive content, it must always be verified whether an AI system is sufficiently secure. If in doubt, such content must not be processed.
9. Policy Review and Updates
- This AI policy will be regularly reviewed (at least annually) and adjusted as necessary to reflect new technological developments and changes in legislation and standards.
10. Validity and Entry into Force
- This policy takes effect immediately and is binding for IBW Engineering Consultancy Waugh.