Taking an ethical approach to AI matters because, like everything else in business, our choices now have ripple effects on people, communities, and society. AI isn’t just another tool; it can shape decisions, influence behaviour, and even reinforce bias if we’re not careful.
That’s why we must think beyond short-term gains and consider the bigger picture. We want our business practices to reflect our values; the same goes for how we use AI. When we build in ethics from the start, we’re not just protecting our reputation; we’re helping to create a future that’s fairer, more inclusive, and genuinely better for everyone.
Sarah Whale, Founder of Profit Impact
Introduction
This Usage Statement outlines how we intend to use Artificial Intelligence (AI) responsibly in our operations. We view AI not solely as tools for productivity, but also as new technologies which require accountability. This document defines the governance structure, operational procedures, and risk mitigation strategies that guide our use of AI. It is the product of substantial research that we have conducted to better understand the emerging prominence of AI in the business sphere. The AI space is constantly evolving, and this is reflected in our Usage Statement.
1. Governance & Oversight Framework
1.1 AI Oversight Officer (AIOO)
We appoint a designated AI Oversight Officer responsible for:
1.2 AI Update Taskforce
We appoint a group responsible for:
2. Ethical Use and Human Oversight
2.1 Content Review Protocol
2.2 Fairness and Inclusion
3. Legal and Regulatory Compliance
3.1 Provider Terms of Service (TOS) Adherence
3.2 Anticipation of Legal Change
4. Environmental Sustainability
4.1 AI Tool Selection Criteria
We prioritise tools with clearly stated environmental goals, such as:
4.2 Emissions Tracking Integration
5. Employee Training & Engagement
5.1 Foundational AI Literacy
All employees will receive basic training on:
This training will be included in the onboarding process for all new employees.
5.2 Continuous Learning Culture
6. Risk Management & Incident Reporting
6.1 Risk Matrix
We maintain a live risk matrix that categorises:
6.2 Incident Reporting Process
7. AI Tool Evaluation Process
Before adopting any new AI tool, it must undergo a formal evaluation that inquires:
A short report is filed before adoption, and all tools are reassessed annually. Team members can either complete this form individually or escalate to the AIOO. All forms must be verified by the AIOO.
8. Measurement & Success Metrics
To ensure accountability and continuous improvement, we track:
This may be recorded via written reports or physical meetings.
Conclusion
AI transcends being merely a means for heightened productivity; its use is a responsibility. At Profit Impact, we embrace AI to enhance our work while holding ourselves to the highest standards of accountability. Our detailed governance framework ensures responsible implementation, regular review, and alignment with our core values. We believe this approach sets us apart as leaders in the sustainable, ethical, and human-centric adoption of AI; we would love to help other businesses do the same.
Document written by Freddie Whale, Impact Intern, Profit Impact.
I would like to thank Edward Falzon and Tim Dee-McCullough for collaborating with me in the process that has created this document. Their advice was invaluable.
Edward Falzon:
Chair, Board Advisor, Non-executive Director, Coach, Mentor, Consultant - Financial Services & Beyond
https://uk.linkedin.com/in/edward-j-falzon
Tim Dee-McCullough:
Sustainability, governance and reporting advisor | Founder of Ancoram | IoD Policy and Governance Ambassador | FCCA | FRSA