AI Usage Policy for PAL Vancouver

Comprehensive Guide to the Artificial Intelligence (AI) Usage Policy at PAL Vancouver

PAL Vancouver is committed to sustainable growth and responsible governance as a registered charity. As such, keeping up with new industry trends is an important part of our innovative approach. AI is a useful tool, which has pros & cons as well as immeasurable implications on our technology in the coming years. This blog will define our internal policy on the use of AI, it will be a resource for our staff to establish clear protocols for data handling and consent and serves as a promise to our donors. 

Mission Statement: 

PAL Vancouver is dedicated to providing affordable housing for seniors in the performing arts industry while enhancing their quality of life through support and services that promote dignity, independence, and well-being. Our key values are connection, compassion, and creativity.

1. Purpose and Scope 

This policy outlines the responsible use of AI tools within PAL Vancouver, ensuring that all staff members understand their responsibilities regarding data privacy, ethical considerations, and community engagement. 

2. Current and Desired Use of AI 

AI tools will be utilized primarily for community engagement and external communications, including marketing outputs such as emails, social media posts, and other communications. Staff members may also use AI tools internally for work task efficiency, content generation, graphic design, and text editing. 

3. Data Collection Practices 

PAL Vancouver collects donor information and retains data on residents (beneficiaries) to enhance service delivery. The organization is committed to protecting the privacy of all individuals and will never share, sell, or distribute any donor, staff, or resident information without explicit authorization. In instances where assistance is provided to residents for tasks (such as filling out applications or preparing taxes, just as examples), consent will be obtained prior to using AI tools. 

4. Ethical Risks and Concerns 

The organization recognizes the importance of data privacy and the need for inclusive language to avoid marginalizing any community members, including seniors, individuals with disabilities, and those from diverse backgrounds. 

5. Accountability 

All staff members using AI tools will be responsible for the oversight of their outputs. Content generated by AI will be reviewed by multiple team members when necessary before publication to ensure accuracy and appropriateness. 

6. Data Privacy and Consent 

Data privacy is of utmost importance to PAL Vancouver. This policy serves as a promise to our donors and as a resource for our staff to establish clear protocols for data handling and consent. 

7. Bias Detection and Prevention 

While there is currently no formal plan for bias detection, the organization will implement protocols in the AI policy to ensure that content is reviewed for bias and accuracy when possible. 

8. Transparency in AI Decisions 

This AI policy will be made publicly available on the PAL Vancouver website to promote transparency regarding AI use, although explicit disclosure of AI in every piece of content will not be required. 

9. Community Feedback and Reporting 

Feedback mechanisms will be established upon publishing this policy to gather input from the community regarding AI use, ensuring that the organization remains responsive to the needs and concerns of beneficiaries. If you'd like to leave a comment below or send us an email, we will respond to respectful dialogue on the subject. We will also create a space for open discussion on our Facebook page (click here for the link).

10. Staff Training and Awareness 

Training will be provided to staff on standard protocols for AI tool usage, including what information is safe to input and what should be avoided to protect donor, resident & staff data privacy. 

If you'd like to join our space for respectful dialogue on the subject of AI as a tool for non-profits, please refer to our Facebook page (click here for the link).