Personal Development & Growth: Understanding Our AI Use Policy

Not all AI tools are created equal. In this episode of In the Know at Genus, we explain how to use AI confidently and safely by following Genus policy. Learn which tools are approved, what to avoid, and how to protect our data, people and ideas in everyday tasks.

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Transcript

Welcome to Genus’ In the Know column – where you can stay up to date with the tools, practices and ways of working that help us thrive. This episode, we’re highlighting Genus’ AI Use Policy – ​​a key part of how we protect our data, our people and our business as we explore the endless possibilities of AI. Artificial intelligence (AI) can help us think faster, write smarter and solve problems in new ways. But AI also poses real risks if the right boundaries aren’t set – especially when it comes to leaking confidential data, personal information or critical business knowledge. That’s why Genus has a clear and practical AI User Policy (last reviewed in May 2025) to help you use AI responsibly, safely and in line with company expectations.
This policy is designed to protect our data, reputation and legal liability. Once information is fed into a third-party AI system, we often lose control of it. These platforms can store, learn or reuse this information - which can pose serious risks to Genus. This policy applies to you whether you work in ABS, P I C, Group or Shared Services. It's not about saying "no" to AI, it's about saying "yes" to smart, safe and approved use. Only approved tools listed in Schedule 1 of this policy may be used. These tools include: Microsoft Copilot and Lucid AI - safe to use with internal, confidential or personal data.
ChatGPT and the other tools listed in Part 2 should only be used to process public or non-sensitive data. This means that you can use these tools to perform tasks such as idea generation, summarize industry trends, draft outlines using public information, or explore creative concepts, but only if they do not include anything confidential, personal, or specific to Genus operations. For example, you can ask ChatGPT: "What are the common benefits of leadership training?", but not "Summarize Genus's 2025 leadership strategy." You can use Midjourney to generate concept maps for public presentation topics, but not to visualize new products under development. If the information is not already public, or you would not want it to be seen on the internet, do not share it with these tools. If the information is on the list and is used appropriately, there is nothing to worry about.
You may not use any unapproved AI tools, even if they appear useful or are well-known. This includes: Downloading or installing AI applications not listed in Schedule 1. Entering confidential, personal, or sensitive Genus information into any AI tool without explicit authorization. Allowing the AI ​​platform to access Genus systems or data. Using AI tools on company devices without approval from the Information Security team. Remember: just because a tool is free or widely available doesn’t mean it’s safe. If it’s not on the approved list, don’t use it. If you have any questions about the sensitivity of a tool, use case, or data, stop immediately and consult the Information Security team. They’ll help you use AI confidently and safely. If you see someone using AI in a way that may violate policy, report it immediately. There will be no penalty for reporting, only the value of protecting our people, systems, and brand.
We’re committed to making it easier to understand and follow our AI Use Policy and how to use it: We’ve created a series of short, 5-minute podcasts that explain how to use AI the right way including what actions are allowed, what actions are not allowed, and how to comply with the policy. We’ve developed a series of practical online learning modules to help you understand our AI Use Policy, all available now on Genus University. These resources bring all aspects of AI to life providing clear guidance, practical examples, and tips to help you use AI safely and in accordance with our policy as it becomes part of your daily work. The AI ​​Use Policy is designed to enable, not restrict. It helps us realize the full potential of AI while protecting the data, people, and innovation that Genus relies on to succeed. Let’s use AI the right way, responsibly, safely, and always in accordance with our policy. Thanks for listening to In the Know at Genus.