| name | ai-ethics-policy |
| description | Creates AI usage policies for businesses with transparency commitments, bias mitigation, and disclosure guidelines. Use when establishing responsible AI practices. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
AI Ethics Policy
When to Use This Skill
Use this skill when you need to:
- Create an AI usage policy for your business or team
- Define transparency and disclosure guidelines for AI-generated content
- Establish quality standards and review processes for AI outputs
- Build trust with customers through responsible AI practices
DO NOT use this skill for technical AI safety research, legal compliance audits, or data privacy policies (consult a lawyer). This is for practical business AI ethics policies.
Core Principle
AN AI ETHICS POLICY IS A TRUST DOCUMENT — IT TELLS YOUR CUSTOMERS, TEAM, AND STAKEHOLDERS EXACTLY HOW YOU USE AI, WHAT YOU REVIEW, AND WHERE HUMANS REMAIN IN CONTROL.
Phase 1: Brief
Required Inputs
| Input | What to Ask | Default |
|---|
| Business type | "What does your business do?" | No default — must be provided |
| AI usage areas | "Where do you use AI? Content, customer service, analysis, operations?" | No default — list all areas |
| Customer sensitivity | "How sensitive is your audience to AI usage? Very, moderate, low?" | Moderate |
| Disclosure stance | "Do you want to disclose AI usage publicly, internally only, or both?" | Both |
| Industry regulations | "Are there industry-specific AI guidelines you need to follow?" | None specific |
GATE: Confirm the brief before drafting the policy.
Phase 2: Structure
Policy Sections
- Purpose — Why this policy exists
- Scope — What it covers (tools, use cases, people)
- Approved Uses — Where AI is used and how
- Prohibited Uses — Where AI must not be used
- Human Oversight — Review and approval requirements
- Disclosure Standards — When and how to disclose AI usage
- Quality Standards — Accuracy, bias, and output requirements
- Data Handling — What data is shared with AI tools
- Review and Updates — How the policy evolves
GATE: Confirm the structure before writing.
Phase 3: Write
Purpose Statement
"[Business Name] uses AI tools to enhance productivity, improve quality, and serve our customers better. This policy ensures we use AI responsibly, transparently, and with human oversight. AI assists our work — it does not replace our judgment, expertise, or accountability."
Approved Uses
Document each approved use case:
## Approved AI Uses
| Use Case | AI Tool | Human Review Required | Disclosure Required |
|----------|---------|----------------------|---------------------|
| Content drafting | Claude/ChatGPT | Yes — before publishing | Yes — per disclosure standard |
| Email drafting | Claude/ChatGPT | Yes — before sending | No (internal communication) |
| Data analysis | AI analytics tools | Yes — verify conclusions | Depends on context |
| Image generation | DALL-E, Midjourney | Yes — before publishing | Yes — label as AI-generated |
| Customer support | AI chatbot | Escalation path to human | Yes — disclose bot usage |
| Research and summarization | Claude/ChatGPT | Yes — verify facts | No |
Prohibited Uses
## AI Must NOT Be Used For
- Making final decisions on hiring, firing, or compensation
- Generating legal advice or contracts without attorney review
- Creating content that impersonates a specific real person
- Processing customer data through unapproved AI tools
- Replacing human judgment on safety-critical decisions
- Generating content on sensitive topics without expert review
- Fabricating testimonials, reviews, or social proof
Disclosure Standards
## When to Disclose AI Usage
**Always disclose:**
- Blog posts, articles, or marketing content substantially written by AI
- AI-generated images used in marketing or products
- Customer-facing chatbots or automated responses
- AI-assisted analysis included in client deliverables
**Disclosure format:**
- Website footer or about page: "We use AI tools to assist with content creation. All AI-generated content is reviewed and approved by our team."
- Per-piece disclosure: "This [article/image/analysis] was created with AI assistance and reviewed by [Name]."
- Chatbot: "You are chatting with our AI assistant. A human team member is available if you need them."
**No disclosure required:**
- Internal notes and drafts
- Research and brainstorming
- Spell-checking and grammar tools
- Calendar scheduling and administrative automation
Quality Standards
## AI Output Quality Requirements
1. **Accuracy:** All facts, statistics, and claims must be verified by a human before publishing
2. **Originality:** AI output must be reviewed for plagiarism and substantially edited for voice
3. **Bias check:** Review outputs for gender, racial, cultural, or other biases before use
4. **Brand voice:** AI drafts must be edited to match brand tone and style
5. **No hallucinations:** Any specific claims, quotes, or data points must be fact-checked against primary sources
Phase 4: Polish
1. Data Handling Guidelines
## Data and AI Tools
**Do not input into AI tools:**
- Customer personal data (names, emails, financial info)
- Proprietary business data without approval
- Passwords, API keys, or security credentials
- Confidential client information
**Approved for AI input:**
- Publicly available information
- Your own original content and ideas
- Anonymized or aggregated data
- Internal process documentation
2. Policy Review Process
- Review the policy quarterly
- Update when new AI tools are adopted
- Solicit feedback from team members on practical challenges
- Monitor regulatory developments in your industry
- Document any incidents and update prohibited uses accordingly
3. Quality Checklist
## AI Ethics Policy Checklist
- [ ] Purpose statement explains why the policy exists
- [ ] All current AI use cases are documented with tools and review requirements
- [ ] Prohibited uses are explicitly listed
- [ ] Disclosure standards specify when, where, and how to disclose
- [ ] Quality standards require human review and fact-checking
- [ ] Data handling guidelines define what can and cannot be shared with AI tools
- [ ] Policy is accessible to all team members
- [ ] Review cadence is set (quarterly minimum)
- [ ] Customer-facing disclosure language is ready to publish
- [ ] Policy is practical and followable (not just aspirational)
Example
Business: Marketing consultancy
Customer-facing disclosure:
"At [Agency], we use AI tools as part of our creative process. AI assists with research, drafting, and analysis — but every deliverable is strategized, reviewed, and refined by our human team. We believe in transparency: if you ever want to know how AI was involved in your project, just ask."
Internal policy excerpt:
"All client deliverables that include AI-generated content must be reviewed by a senior team member before delivery. The reviewer confirms: (1) facts are verified, (2) content matches the client's brand voice, (3) no AI hallucinations or fabricated data, and (4) disclosure requirements are met per the client agreement."
Anti-Patterns
- Policy nobody reads — if the policy is 20 pages of legalese, nobody will follow it. Keep it practical and under 3 pages.
- Blanket "we use AI" without specifics — vague disclosure builds suspicion. Be specific about where and how AI is used.
- No prohibited uses — without clear lines, someone will use AI inappropriately. Define the boundaries.
- Ignoring data privacy — pasting customer data into AI tools without consent is a liability. Set clear data handling rules.
- Set and forget — AI capabilities change rapidly. A policy written 6 months ago may not cover new tools or use cases.
Recovery
- Team member violates the policy: Treat it as a learning opportunity. Review the incident, update the policy if needed, and retrain.
- Customer asks if content is AI-generated: Answer honestly. Transparency builds more trust than deflection.
- Industry issues new AI guidelines: Update the policy immediately. Note the regulatory source and adjust approved/prohibited uses.
- Policy feels too restrictive: Review whether restrictions are based on real risks or theoretical concerns. Loosen where the risk is low.
