POLICY OVERVIEW
Purpose
This policy establishes guidelines for the responsible use of AI tools in marketing to ensure quality, compliance, and ethical use.
Scope
| In Scope |
Out of Scope |
| All AI tools for marketing |
Engineering AI |
| Content generation |
Product AI features |
| Analytics AI |
General business AI |
| Marketing automation |
IT infrastructure |
APPROVED USE CASES
Tier 1: Pre-Approved (No Review Needed)
| Use Case |
Conditions |
| Research assistance |
Human validates |
| First drafts |
Human edits all |
| Data analysis |
Human interprets |
| Brainstorming |
Human selects |
| Internal content |
Not published |
Tier 2: Manager Approval
| Use Case |
Approval |
| Published content |
Manager review |
| Customer-facing chat |
Manager + CS |
| Automated emails |
Manager + Legal |
| Paid advertising |
Manager review |
Tier 3: Leadership Approval
| Use Case |
Approval |
| AI voice/avatar |
VP + Legal |
| Automated decision-making |
VP + Legal |
| Customer data in AI |
VP + Legal + IT |
| New AI tool purchase |
VP + IT |
PROHIBITED USES
Never Permitted
| Prohibited |
Reason |
| Fake testimonials |
Fraud |
| Fabricated data |
Misinformation |
| Customer PII in AI |
Privacy |
| Automated spam |
Compliance |
| Impersonation |
Deception |
| Plagiarism |
IP violation |
| Competitor defamation |
Legal |
APPROVAL PROCESS
New Tool Request
1. Submit request form
2. IT security review
3. Legal/privacy review
4. Budget approval
5. Pilot approval
6. Full deployment
Content Approval
| Content Type |
Approval Workflow |
| Blog post |
Creator → Editor → Publish |
| Email campaign |
Creator → Manager → Send |
| Ad creative |
Creator → Manager → Launch |
| AI chatbot |
Creator → Manager → CS → Legal |
QUALITY STANDARDS
Content Requirements
| Standard |
Requirement |
| Human review |
100% of content |
| Accuracy |
All facts verified |
| Brand alignment |
Voice guide check |
| Quality score |
40/50 minimum |
Quality Checklist
DISCLOSURE REQUIREMENTS
When to Disclose
| Scenario |
Disclosure |
| AI-generated image |
Required |
| AI voice/avatar |
Required |
| AI chatbot |
Required |
| AI-assisted copy |
Not required |
| AI analytics |
Not required |
Disclosure Format
Images: "Image created with AI"
Chatbot: "I'm an AI assistant. Human help available."
Video: "This video uses AI-generated elements"
DATA HANDLING
Permitted Data in AI
| Data Type |
AI Use |
Approval |
| Public data |
Yes |
None |
| Aggregate data |
Yes |
None |
| Anonymized data |
Yes |
IT review |
| Customer PII |
No |
Not permitted |
| Confidential |
No |
Not permitted |
AUDIT PROCEDURES
Monthly Review
Quarterly Review
INCIDENT RESPONSE
| Severity |
Response |
| Low (quality issue) |
Fix and document |
| Medium (policy violation) |
Escalate to manager |
| High (legal/compliance) |
Escalate to Legal + VP |
ROLES & RESPONSIBILITIES
| Role |
Responsibility |
| Individual |
Follow policy, quality |
| Manager |
Approval, oversight |
| Legal |
Compliance review |
| IT |
Security, tools |
| Executive |
Policy ownership |
Quick Reference: Which Resource for Which Challenge
| Challenge |
Recommended Resources |
| "How to start with AI in marketing" |
#146, #166 |
| "Content team needs AI workflow" |
#147, #148 |
| "AI personalization strategy" |
#151 |
| "Need to train the team on AI" |
#163 |
| "Ethics and governance concerns" |
#161, #167 |
| "Measuring AI impact" |
#165 |
Every resource built to the Human Standard. AI amplifies human capability - it never replaces human judgment.