Got it — here’s a more general integrity policy that covers a shared CRM plus AI-driven automation, without getting heavy:

Digital Platform Integrity Policy (CRM & AI-Enabled Systems)

Purpose

This policy outlines expectations for the responsible, ethical, and secure use of the company’s shared digital platform, including CRM, automation tools, and AI-driven features. It aims to ensure data integrity, trust, and effective business operations.

Scope

This policy applies to all employees, contractors, and third parties who access or use the platform.

Key Principles

1. Accuracy and Quality of Information

  • Information entered or generated within the platform must be accurate, relevant, and up to date.

  • Users should review automated or AI-generated outputs before relying on or sharing them.

  • Errors, inconsistencies, or duplicates should be corrected promptly.

2. Responsible Use of AI and Automation

  • AI and automated features should be used to support, not replace, professional judgment.

  • Users remain accountable for actions taken based on automated recommendations or outputs.

  • Automated processes (e.g., marketing campaigns, workflows) must be monitored to ensure they behave as intended.

  • Outputs that appear incorrect, biased, or inappropriate should not be used and should be reported.

3. Appropriate and Ethical Use

  • The platform must only be used for legitimate business purposes.

  • Users must not misuse automation or AI capabilities to send misleading communications, spam, or inappropriate content.

  • All interactions with customers and stakeholders must remain transparent and professional.

4. Confidentiality and Data Protection

  • All data within the platform must be treated as confidential and handled in line with data protection regulations.

  • Sensitive or personal data should only be accessed and used where necessary.

  • AI tools must not be used to process or expose data in ways that violate privacy requirements.

5. Access and Security

  • Users must only access information relevant to their role and permissions.

  • Login credentials must be kept secure and never shared.

  • Any suspected misuse, breach, or system vulnerability must be reported immediately.

6. Accountability and Oversight

  • Users are responsible for all activity carried out under their account, including automated actions they configure or trigger.

  • Changes, campaigns, or automated workflows should be traceable and, where appropriate, approved.

  • Managers should ensure appropriate oversight of high-impact automations.

7. Data Governance and Consistency

  • Standard processes, naming conventions, and data structures should be followed.

  • System data should be regularly reviewed and maintained for quality and relevance.

  • Ownership of records and automated processes should be clearly defined.

Compliance

Failure to follow this policy may result in restricted access to systems and further disciplinary action in line with company policies.

Review

This policy should be reviewed periodically to reflect changes in technology, regulation, and business practices.

2026-05-11 14:51