Last Updated: June 30, 2025
At 4Site, we believe AI tools are powerful accelerators for creativity, strategy, and technical work. We encourage everyone to use them thoughtfully to improve workflows, spark ideas, and deliver high-quality outcomes for our clients. This policy is here to help team members understand how we use AI, and where the guardrails are. It will be reviewed and updated regularly to keep pace with advancements in AI technology, best practices, and our own experience.
This policy covers the use of AI for:
- Text generation (e.g., ChatGPT, Jasper, Grammarly)
- Code assistance (e.g., GitHub Copilot, AI pair programmers)
- Image generation (e.g., Midjourney, DALL·E)
- AI-enhanced software (e.g. Adobe Photoshop, Fathom)
- Any similar AI-supported platforms we may use in the future
Expectations
- Confidentiality First: Do not input client-sensitive or proprietary information into any public AI tool. Only use AI tools that comply with our data security policies. If using a free or public AI tool, ensure no sensitive data is entered. Use enterprise-level AI solutions with robust security measures where possible. When in doubt, keep details general or anonymized. (Example: Instead of entering a client’s full project description, summarize it broadly for brainstorming.) Connecting individual accounts such as Gmail, Google Calendar, Google Drive, and GitHub to enhance AI tool performance is permissible for personal workflow improvements. However, uploading any client “source” data, such as client lists, project files, or confidential communications, requires an internal conversation and explicit approval before being inputted into an AI tool.
- Respect and Accuracy: AI tools are a starting point, not an endpoint. Always review and refine AI-generated outputs before sharing internally or externally.
- Client Deliverables: If the use of AI in a deliverable is something we’ve done before (e.g., using ChatGPT to help draft copy), feel free to use it. If it’s a new or novel application, check in with 4Site leadership first. New or novel applications include using AI for tasks that haven’t been discussed with the client, using AI for core client deliverables for the first time, or using AI in ways that may raise legal or ethical concerns. (Example: Using AI to generate an entire website design for a client when we’ve only used it for generating image concepts previously.) Re-evaluate AI uses cases biannually with clients.
- No Unauthorized Likenesses: Do not generate the visual likeness of brands or individuals (e.g., celebrities, public figures, clients) without their explicit consent.
- Sharing: Nearly every team member is using AI in their own unique ways on a daily basis. Share openly with your colleagues what’s working and not working; even if it doesn’t feel work-related, it can be helpful to hear about.
- Disclosure: When AI is used in the work setting, that should be clearly communicated to coworkers and clients. For example, when Fathom is used to record and summarize Zoom calls, every call participant should be verbally informed of this. Do not rely on the Zoom notifications to ensure that everyone is notified. When possible, do this ahead of time, and allow people to provide their objection confidentially.
- Copyright and Ownership: Be mindful of copyright issues when using AI-generated content, especially images. Understand the terms of service of each AI tool and ensure you have the rights to use the generated output. Attribute AI-generated content appropriately where required or advisable. (Example: Check the license of an AI image generator to see if commercial use is allowed, and if attribution is required.)
Examples of Approved Use
- Drafting internal documentation, memos, or brainstorming outlines
- Assisting with code generation or debugging
- Generating visual concepts or creative assets (within the above guardrails)
- Summarizing large documents or generating first-draft content
Examples of Unapproved Use
- Uploading client data, proprietary strategies, or confidential material into public AI tools
- Generating the likeness of real people without consent
Embrace AI
We want you to use AI. Experiment, create, refine. AI is a tool that extends your skills, not a replacement for them. This policy is here to make sure we’re thoughtful and respectful in how we apply it, while still embracing the huge potential AI brings to our work.
The company will provide access to resources and/or training on responsible AI use and best practices. (Example: Regular lunch and learn sessions on new AI tools and ethical considerations.)
If you have any questions, reach out to your manager or a member of the leadership team.
