Responsible AI Use Policy

Last Modified: 9/16/2025

Policy Summary

At The Integration Group, we use Artificial Intelligence (AI) tools strategically and responsibly to enhance (not replace) human judgment and performance. AI supports efficiency, structure, and clarity, but is never a substitute for the depth of expertise, attention, and relational care that defines our work.

This policy outlines how AI is integrated into our operations and client deliverables in a way that upholds our business ethics, contractual integrity, and commitment to quality. It aligns with our internal values and integrates guidance from recognized professional standards, including the International Coaching Federation (ICF) Code of Ethics.

This document was prepared with AI support and reviewed by internal leadership in alignment with our legal, operational, and values-based standards.

 

Our Governing Framework: C.H.A.I.R.

Adapted from Lisa Edwards of Excelio Consulting, CHAIR informs all AI-related decisions and activities:

  • Clarity – We are transparent about how and when AI is used.
  • Humanity – We ensure human oversight, contextual relevance, and care.
  • Accountability – We assume full responsibility for all work delivered.
  • Integrity – We do not misrepresent authorship, intentions, or outcomes.
  • Results – We use AI only when it strengthens impact, not when it compromises quality.

 

Acceptable Use of AI Tools

AI tools may be used internally for:

  • Drafting and structuring reports, policies, proposals, and training materials
  • Brainstorming, summarizing, and generating outlines or content drafts
  • Synthesizing information (non-confidential) to support strategic thinking

AI is not used for:

  • Replacing client-facing coaching, consulting, or facilitation
  • Generating final deliverables without human review and refinement
  • Inputting any confidential, proprietary, or personally identifiable client information into public tools
  • Misleading clients or stakeholders regarding authorship or content sourcing

 

Disclosure & Transparency

  • Any AI-assisted client deliverables are clearly disclosed (e.g., “created with AI support and human review”).
  • Internal-only drafts may omit disclosure but must be labeled accordingly.
  • Client-specific contracts and NDAs override this policy where more restrictive.

 

IP Ownership & Client Rights

  • All AI-generated outputs are reviewed, edited, and owned by The Integration Group unless otherwise agreed in writing.
  • Clients retain full rights to deliverables as outlined in individual project agreements.
  • We use tools that demonstrate responsible practices in data handling, privacy, and access control based on available documentation and internal review.

 

Governance, Training & Oversight

  • AI tools may only be used by staff or contractors who have completed policy training.
  • Tool vetting and policy compliance are overseen by a designated leadership contact.
  • Key AI-assisted deliverables (such as client-facing drafts, proposals, or policy content) are documented and retained in accordance with internal review protocols.
  • This policy is reviewed annually, or more frequently as risk, regulation, or technology evolves.

 

Client Contract Integration

  • AI clauses may be embedded in project contracts and master service agreements (MSAs).
  • If a client restricts AI usage contractually, The Integration Group will comply fully.
  • Upon request, we provide AI usage documentation, audit trails, or certifications of non-use for specific projects.

 

Data Security & Confidentiality

  • No sensitive or client-identifiable data is entered into public AI tools.
  • We make good-faith efforts to select AI tools that align with our values of privacy, security, and client trust.
  • We vet tools for responsible data handling based on publicly available information and internal standards.
  • For international and government clients, we adjust tool usage based on contractual requirements and data sensitivity.

 

Our Values in Practice

We uphold our values—Honesty, Listening, Quality, and Awareness—through every AI-related decision:

  • We are honest, even when disclosure is difficult.
  • We listen to feedback and incorporate it into better tools, outputs, and policies.
  • We prioritize quality over speed; no AI-generated content is shared without review.
  • We apply the same standards to ourselves that we teach to our clients: strategic awareness, ethical rigor, and clear boundaries.

 

Why This Policy Exists

We work in high-stakes, complex environments where trust, accuracy, and alignment are essential. This policy protects our team, our clients, and our brand. By modeling transparent, strategic AI integration, we deliver services that reflect our values and meet the high standards of the clients we serve.

 

Contact

For questions or escalations regarding this policy, AI usage, or related contracts, please contact our team via the contact form on our website.