Kinetiq Group AI Usage Policy
1. Purpose
This policy outlines the acceptable and prohibited uses of Artificial Intelligence (AI) tools and technologies within Kinetiq Group. The goal is to promote innovation, efficiency, and ethical practices while safeguarding the integrity of our processes, particularly in recruitment and internal operations. AI can be a powerful aid in enhancing productivity, but its misuse can undermine fairness, security, and trust.
2. Scope
This policy applies to all employees, contractors, candidates, and third parties interacting with Kinetiq Group, including during recruitment processes and internal workflows. It covers all AI technologies, including but not limited to generative AI models (e.g., ChatGPT, Grok), machine learning tools, automation scripts, and AI-powered analytics platforms.
3. Definitions
AI Tools: Any software, application, or system that uses artificial intelligence to perform tasks such as generating content, analyzing data, or providing real-time assistance.
Real-Time AI Assistance: The use of AI during live interactions (e.g., interviews) to generate responses, code, or insights on-the-fly.
Post-Interview AI Analysis: Kinetiq Group's proprietary or third-party AI-driven review of interview recordings, responses, or behaviors to detect potential AI aid.
4. Prohibited Uses
To maintain the authenticity and fairness of our recruitment and operational processes, the following uses of AI are strictly prohibited:
Use During Interviews: Candidates are not permitted to use AI tools for real-time assistance during any interview conducted by Kinetiq Group Recruiting staff. This includes, but is not limited to, generating answers, code snippets, or prompts via AI chatbots, auto-complete features, or similar technologies. Detection of such use during the interview will result in immediate disqualification.
Post-Interview Detection: If Kinetiq Group's AI analysis or other investigative methods determine after the interview that a candidate was most likely aided by real-time AI tools (e.g., through pattern recognition in responses, unnatural phrasing, or behavioral anomalies), the candidate will be disqualified. Candidates will be notified of the findings and given an opportunity to appeal if they believe the determination is incorrect.
Other Prohibitions:
Using AI to fabricate data, documents, or representations in any internal or external communications.
Employing AI for discriminatory practices, such as biased hiring algorithms without proper auditing.
Sharing confidential Kinetiq Group data with external AI tools without explicit approval from the Data Security team.
Using AI to bypass security protocols, automate unauthorized access, or engage in unethical hacking or surveillance.
5. Permitted Uses
Kinetiq Group encourages the responsible use of AI to support innovation and efficiency in daily operations. AI may be used as an aid in the following areas, provided it aligns with ethical standards, legal requirements, and this policy:
Application Development: AI tools can assist in code generation, debugging, optimization, and prototyping. However, all final code must be reviewed and validated by human developers to ensure quality, security, and originality.
Research and Data Analysis: AI may be leveraged for literature reviews, trend forecasting, statistical modeling, and big data processing. Outputs must be cross-verified with reliable sources, and any AI-generated insights should be attributed as such in reports or presentations.
Internal Support Functions: AI can aid in administrative tasks such as drafting emails, summarizing meetings, automating routine workflows (e.g., scheduling or report generation), and customer support chatbots. Human oversight is required for any decisions impacting stakeholders.
Additional Guidelines for Permitted Uses:
Training and Skill Development: Employees may use AI for personal or team training, such as simulating scenarios, generating educational content, or practicing skills. This must not involve sensitive company data.
Content Creation: AI can help in brainstorming ideas, creating drafts for marketing materials, or generating visualizations. Final content must reflect Kinetiq Group's voice and be edited by humans.
Automation and Efficiency: AI-driven tools for task automation (e.g., predictive analytics for inventory or workflow optimization) are allowed, but they must comply with privacy laws (e.g., GDPR, CCPA) and be audited annually.
Ethical Considerations: All AI use must prioritize transparency—disclose AI involvement in outputs where relevant (e.g., "This summary was generated with AI assistance"). Avoid over-reliance on AI to prevent skill degradation among staff.
Data Privacy and Security: Only approved AI tools with robust security features may be used. Employees must not input proprietary, personal, or sensitive data into unvetted external AI platforms without encryption or anonymization.
Bias Mitigation: When using AI for analysis or decision support, implement checks to identify and correct biases. Training on AI ethics will be provided annually to all staff.
5. Enforcement and Consequences
Monitoring: Kinetiq Group reserves the right to monitor AI usage through logs, audits, and AI detection tools to ensure compliance.
Violations:
For candidates: Disqualification from the recruitment process, with potential blacklisting for future opportunities.
For employees/contractors: Violations may result in disciplinary action, up to and including termination, depending on severity.
Reporting: Suspected violations should be reported to the Compliance Officer at compliance@kinetiq.group. All reports will be investigated confidentially.
Appeals: Individuals affected by enforcement decisions may appeal in writing within 7 days, providing evidence to support their case.
5. Review and Updates
This policy will be reviewed annually or as needed in response to technological advancements or regulatory changes. Updates will be communicated via company-wide announcements. For questions, contact the AI Governance Committee at ai-policy@kinetiq.group.
Effective Date: August 30, 2025
Version: 1.0
Approved by: Kinetiq Group Executive Leadership