ARTIFICIAL INTELLIGENCE (AI) POLICY

Version: 1.4 | Date: 6 October 2025 | Applies to: All FM employees, contractors and consultants.

 

PURPOSE

Focused Marketing (FM) embraces AI to simplify complexity and strengthen creativity.
This policy ensures that all AI use reflects our brand values – Be Connected. Be Thoughtful. Be Bold – while protecting client trust, data security and the integrity of our work.

SCOPE

This policy applies to all FM team members who use or access AI tools or platforms for any work-related purpose.

PRINCIPLES

 

FM VALUESWHAT IT MEANS FOR AI USE
Be ConnectedAI should support teamwork and client collaboration. It never replaces genuine connection.
Be ThoughtfulAll AI outputs must be reviewed with empathy, accuracy and context.
Be BoldAI encourages innovation, but every use must remain ethical, transparent and aligned with client expectations.

ACCEPTABLE USES

AI can be used to:

  • Draft or refine non-confidential creative or written content (with human review).
  • Assist with research, idea generation and brainstorming, validating all sources.
  • Automate repetitive internal tasks that don’t include personal or client data.
  • Support campaign optimisation and digital analysis using approved FM systems.

 

PROHIBITED USES

AI must not be used to:

  • Upload or share confidential, client or personal data to public or unapproved systems.
  • Generate content that is misleading, biased, discriminatory or harmful.
  • Replace human judgment in client strategy, financial or legal decisions.
  • Breach copyright, intellectual property or privacy laws.

 

DATA SECURITY

  • Use only FM-approved AI tools through company logins.
  • Anonymise sensitive data unless processed within secure, authorised systems.
  • Follow FM’s Privacy Policy and the Australian Privacy Principles (APPs).
  • Report any suspected data breach immediately to the CEO.

 

QUALITY & ACCURACY

  • All AI outputs must be peer reviewed by a human before external use.
  • Always verify facts, statistics and citations from primary sources.
  • Clearly identify when AI has contributed to a deliverable if disclosed to a client.
  • AI use should focus on transforming processes rather than just automating them. Consider a general rule e.g. 40% AI, 60% human

 

ETHICAL CONSIDERATIONS

  • Remain transparent about AI use with clients and colleagues.
  • Do not rely on AI for decisions that affect people’s employment or wellbeing.
  • Avoid embedding or amplifying social or cultural bias in AI outputs.
  • Follow Australian Government AI Ethics Principles — fairness, privacy, accountability and human-centred values.

 

ACCOUNTABILITY

  • Each employee is responsible for the accuracy and ethical use of AI outputs.
  • Managers must ensure team awareness and compliance.
  • Misuse may lead to disciplinary action under FM’s Conduct Policy.

 

REVIEW

This policy will be reviewed annually to remain compliant with technology, privacy and ethical standards.

Signed: Kerri Eckart
Date: 1 October 2025
CEO, Focused Marketing Solutions Pty Ltd