ASQ Boulder Section 28 May 2026 Virtual Meeting - Example AI Usage Policy and Statements
Meeting summary at https://my.asq.org/blogs/arnold-miller/2026/06/04/boulder-may-2026-meeting-operational-ai-practical
Speaker: Melissa Tondi, AI Ops, Delivery Ops Strategist https://www.linkedin.com/in/melissa-tondi-186551/
Topic: Operational AI - practical strategies
Example: External AI Usage Policy
Our Approach to AI at Campminder
At Campminder, human connection is at the heart of everything we do.
We are committed to using artificial intelligence (AI) thoughtfully and responsibly to enhance—not replace—meaningful relationships between our teams, our clients, and our communities.
Our AI use is guided by the following principles:
1. Prioritizing Safety and Ethics
We do not use AI tools to process or store sensitive or Personal Data unless the system meets our security, privacy, and compliance requirements.
2. Thoughtful Integration
We use AI to streamline routine or repetitive tasks, freeing up our people to focus on higher-value work that strengthens human interaction.
3. Transparency in Use
Whenever we use AI in ways that interact with our users, we disclose that it is an AI system—not a person—ensuring clarity and trust in every engagement.
4. Human Oversight
AI is not used to make decisions related to safety, compliance, billing accuracy, or any outcome with legal or operational impact.
5. Continuous Evaluation
We regularly assess our AI tools for accuracy, fairness, privacy, and impact on user experience. We evolve our practices as technology changes to maintain high standards.
Reporting AI Concerns
If you ever notice an error, misuse, or unintended consequence related to our AI systems, we welcome your feedback.
Please contact us at cmsupport@campminder.com so we can continue to improve our tools and uphold our commitment to responsible AI.
At Campminder, we believe AI should empower people—not replace them.
Our approach is rooted in using technology to deepen relationships, drive meaningful impact, and create a better future together.
Example: Internal - CampCo AI Usage Policy
👋 Introduction
In an era where technology continuously reshapes how we work and innovate, CampCo is committed to embracing the transformative power of Artificial Intelligence (AI) to enhance our operational efficiency, foster innovation, and provide a strategic advantage to our business and our customers.
This AI-usage policy document establishes a comprehensive framework to guide all employees in using AI safely, ethically, and productively. We aim to leverage these technologies to augment our capabilities and ensure we remain at the forefront of our industry, upholding our Core Values and industry-leading security and compliance practices.
The scope of this policy extends across all levels of CampCo's operations, applying to every organization member without exception. It serves as the cornerstone of our approach to integrating AI into our workflows, ensuring that as we harness these technologies, we do so with a clear ethical compass and a commitment to maintaining the privacy and security of our data and our client's data.
As we navigate this evolving technological landscape, every member of the CampCo organization must understand and embrace their role in upholding this CampCo AI policy.
CampCo is committed to providing ongoing education and resources to facilitate this understanding. Together, we will foster a culture of innovation that respects our values and the trust placed in us by our stakeholders and customers.
🛠️AI Tool Usage
The adoption and utilization of Artificial Intelligence (AI) tools at CampCo are guided by a commitment to enhancing productivity, ensuring security and compliance, and upholding ethical standards.
To this end, a curated list of approved AI tools is available for employee use, each selected for its ability to meet our operational needs and compliance standards.
☑️Approved Tools
CampCo team members are authorized to use the following AI tools (in "chats not used for training" capacity) for tasks:
- CampCo Official ChatGPT Team: Accessible using your CampCo Google Account, this tool is the company-provided access to powerful AI and includes fully private data and a library of internally secure Custom GPTs.
- GitHub Copilot: For programming and coding tasks, GitHub Copilot aids in writing better code faster, leveraging the power of AI to write code with a programmer and solve engineering tasks inside the IDE.
- Attention: Utilized for recording and analyzing sales and support calls, providing insights and actionable feedback to improve success and customer engagement.
- Claude (Paid tier): For general AI assistance.
- Perplexity : For research purposes only, Perplexity AI offers a sophisticated web-search platform to query information from the web and gain insights via information from multiple sources. The free version of this tool can be used for web searches.
- Google Gemini
- OpenAI API
- Google NotebookLM
- Cursor
- Aider
- v0 / Vercel
- Motion
- Warp Terminal
- Granola
- WisprFlow
- AI Features within already-approved platforms may also be used:
Examples:
- Notion
- Aha
- Zoom
- Client Success
- Miro
🆕 Procedure for Approving a New Tool
CampCo has established a rigorous process for evaluating and approving new AI tools to ensure compliance and security when adopting new AI technologies. This process involves multiple stages of review and assessment to ensure the tool aligns with our business needs, security standards, and ethical commitments. The process is as follows:
1.Proposal Submission:
Submit a detailed proposal for a new AI tool via the AI Operations team. Include potential benefits and any security concerns.
2.Initial Review:
The AI Operations team will conduct a preliminary review to assess the tool’s alignment with our operational needs and core values.
3.Compliance and Security Assessment:
If the initial review is positive, the tool undergoes a thorough compliance and security assessment. This includes checking for data privacy, security standards, and compatibility with existing systems.
4.Trial Period:
Approved tools may be subject to a trial period where selected employees use the tool under observation to evaluate its performance and integration capabilities
5.Final Approval and Documentation:
The tool is formally approved after a successful trial and final review. Documentation and guidelines for its use are published on the company’s AI resource hub.
6. Training and Deployment:
Organize training sessions for the relevant teams. Deploy the tool across the company as per the rollout plan detailed in the documentation.
🔒 Secure and Ethical Use
↩️Compliance with Existing Security Policies
CampCo employees must strictly adhere to all existing security policies when using AI technologies. This includes the critical prohibition against entering sensitive or confidential information into AI tools that do not meet security and privacy requirements and implementing security best practices including enabling Two-Factor Authentication (2FA) on all accounts.
🥇 Use of Authorized and Secure Versions and Devices
CampCo provides access to specific AI tools, such as the ChatGPT Team subscription, ensuring that employees have secure access to the most powerful CampCo AI
and secure enterprise AI capabilities.
Employees must use the highest tier, most secure version of these tools, as provided by the company.
Using free or lower-tier versions is strictly prohibited when a more secure, company-provided option is available.
This policy is in place to minimize risks and ensure that all interactions with AI technologies adhere to the highest data protection and privacy standards.
🔄 Keeping AI Applications Up-to-Date
To maintain the highest level of security when using AI tools, it is crucial that all AI desktop applications are kept up-to-date with the latest security patches and updates. This practice helps protect against potential vulnerabilities and ensures that we are using the most secure versions of these tools.
To facilitate this:
- Enable Auto-Updates:
Employees must ensure that auto-update options are turned on for all AI desktop applications. This setting allows for timely installation of critical security updates without manual intervention.
- Regular Checks:
In cases where auto-updates are not available, employees should regularly check for and install updates manually.
- Notification System:
The IT department will implement a notification system to alert employees about critical updates for AI tools that require manual intervention.
- Compliance Monitoring:
Regular audits will be conducted to ensure all AI applications in use are running the latest, most secure versions.
By maintaining up-to-date AI applications, we significantly reduce the risk of security breaches and ensure that we are leveraging the most advanced and secure AI capabilities available.
🤝 Adherence to Intended Tool Usage and Policies
Adherence to the proper use of AI tools is paramount. Each tool has a specific purpose and usage guidelines that must be followed.
These guidelines are often CampCo
laid out in the tool's user agreement or usage policy and are designed to ensure the tool's effectiveness, security, and compliance with ethical standards.
Using an AI tool outside its intended purpose or against its usage policy can lead to suboptimal results, compromise data security, violate ethical norms, or breach legal requirements.
As such, CampCo employees must strictly use each tool within its intended purpose and adhere to its usage policies.
In the case of uncertainty or ambiguity regarding the intended use of a tool or its usage policy, employees are encouraged to seek clarification from the AI Operations team. This will ensure that our use of AI technologies remains secure, ethical, and supportive of our operations.
🔍 Human Oversight
Human oversight is crucial for reviewing, verifying, and refining the outputs generated by AI tools.
This practice ensures that our use of AI reflects our commitment to upholding our core values, incorporating the nuanced understanding and ethical judgment we bring to our work.
Specifically, all outputs generated by AI tools that are intended for use in significant decisions, internal or external deliverables, or any other important context must be reviewed by a human for accuracy, factuality, and quality.
This additional layer of scrutiny ensures accuracy, relevance, and alignment with CampCo's standards and client expectations before any deliverable content is finalized.
🫶 The Human Role
AI is a powerful new technology whose modes and methods of use are actively being discovered.
From our internal experience using AI at CampCo, we have found that the best outputs come from close collaboration between humans and AI working together.
More specifically, we have found that having the AI accomplish ~80% of a task is the ideal balance for arriving at quality results, requiring less time and effort than human effort alone.
In light of all this, we encourage CampCo staff to aim to contribute ~20% or more of the effort to complete a task when working with AI.
Where and how this human effort is contributed is up to the individual.
We acknowledge that this is not easy to measure, so it must be clear that this is best-practice guidance rather than a precise requirement. Keeping this guidance in mind and striving to uphold our human role aligns our usage of these powerful tools with our Core Values and ensures we can maximize the benefits for everyone.
🧠 Awareness of AI Bias and Output Refinement
As we leverage AI tools in our work, it's crucial to be aware of potential biases in AI outputs and take proactive steps to mitigate them.
AI models can inherit biases present in their training data or in the way they are structured.
To ensure that our final deliverables are free from unintended biases, we must approach AI-generated content with a critical eye and refine it accordingly.
👓 Recognizing and Mitigating AI Bias
Be vigilant about potential biases in AI outputs and employ strategies to mitigate them:
- Recognize Biases:
Be aware of demographic, cultural, geographical, historical, and contextual biases in AI-generated content.
- Diverse Prompting:
Use prompts that explicitly request diverse perspectives and representations.
- Critical Evaluation:
Always review AI-generated content critically, questioning assumptions and representations.
- Iterative Refinement:
Use follow-up prompts to address identified biases and consider multiple viewpoints.
🖼️AI-Generated Images
👤 Consent and Likeness Rights
- Obtain Permission Before Using Real People’s Images
If you plan to generate or modify an image featuring a real, identifiable individual (including colleagues, clients, or other recognizable persons), you must have that person’s explicit permission. This ensures respect for privacy, likeness rights, and personal boundaries.
- Avoid Unauthorized Depictions
Do not create or distribute AI-generated images designed to impersonate, misrepresent, or otherwise portray someone in a deceptive manner. Misleading depictions can cause reputational harm, infringe on personal rights, or violate legal standards.
🔍 Human Review and Oversight
- Mandatory Review for Significant Outputs
Any AI-generated image intended for internal distribution or external use must be reviewed by a human before it is finalized or shared. This step is essential to:
- 1.Validate factual accuracy (e.g., no incorrect brand elements or misleading claims).
- 2.Check for potential harms, such as unintended biases or misrepresentations.
- 3.Ensure alignment with CampCo’s professional standards.
👁️Transparency
- When to Disclose AI Generation
For content that could be mistaken for authentic photos or traditional artwork, clearly indicate that it is AI-generated (e.g., through a brief caption like “This image was created using AI”). Internal materials may be labeled at the team’s discretion, but any externally shared images must include transparent disclosure to avoid confusion or misinterpretation.
- Respect for Privacy and Secure Handling
- Protect Sensitive Data: Do not upload images containing personal, confidential, or proprietary information unless the AI tool and the usage scenario meet all applicable security and privacy requirements.
- Maintain Metadata:Where possible, retain any embedded information (metadata) indicating that an image was generated by AI. Refrain from removing or altering metadata that supports transparency or provenance tracking.
👑 Adherence to Company Values
All image-generation practices must uphold CampCo’s values of respect, integrity, and inclusiveness.
Any use of AI-generated imagery that conflicts with our Core Values, code of conduct, or other established policies is strictly prohibited.
If there is uncertainty about the appropriateness of an image, consult the AI Operations team or a designated policy liaison before proceeding.
🤖 AI Agents & Autonomous Systems
As AI technology evolves, we are witnessing the emergence of AI agents capable of taking autonomous actions on behalf of users. These systems represent both significant opportunities and new challenges for CampCo.
- 🧩 Understanding AI Autonomy
AI agents can perform sequences of actions with varying degrees of independence, from simple scheduled tasks to complex decision-making processes. Unlike passive AI tools that respond only to direct prompts, autonomous agents can initiate actions and interact with other systems.
All CampCo employees should understand the capabilities, limitations, and potential impacts of any AI agent deployed within our systems.
🛡️Safeguarding Customer Data
To ensure the responsible implementation of AI agents, CampCo enforces the following protocols:
- Restricted Access:
AI agents must not operate within environments containing real customer data until appropriate safeguards have been thoroughly tested and approved. This includes areas of our software that touch live customer data.
- Sandbox Testing:
All new agent implementations must first be deployed in isolated test environments using synthetic data.
- Staged Implementation:
Agent capabilities should be introduced gradually, with careful monitoring at each stage.
👤 Human Accountability
While AI agents may operate autonomously, responsibility for their actions remains entirely human:
- You Own the Output:
The person deploying an AI agent is fully accountable for all actions and outputs that agent produces.
- Oversight is Mandatory:
Regular monitoring and review of agent activities is required, not optional, in environments where changes can affect internal or external stakeholders.
- Impact Assessment:
Before deployment, a thorough evaluation of potential consequences must be conducted.
🔭 Looking Forward
The landscape of autonomous AI is rapidly evolving. CampCo will continuously review and update our policies regarding AI agents to reflect technological advances, emerging best practices, and lessons learned from our implementations.
By approaching autonomous AI systems with both enthusiasm for their potential and prudence regarding their risks, we can harness these powerful tools while maintaining our commitment to security, quality, and customer trust.
DONE