1. Policy Statement

At Safety Elements, we are committed to maintaining the highest standards of professionalism, expertise, and transparency in our consultancy and training services. As part of our ongoing commitment to innovation and quality, we utilise Artificial Intelligence (AI) tools, including but not limited to ChatGPT, to support our work. This policy outlines how AI tools are used to enhance our services and ensures transparency in their application.
Purpose

The purpose of this policy is to provide clear guidelines on how AI tools are integrated into our work processes. This ensures that clients understand their role in leveraging our 25 years of expertise in risk management, leadership, and work health and safety, while upholding the integrity and quality of our deliverables.

2. Scope

This policy applies to all Safety Elements employees, contractors, and representatives who use AI tools in the course of delivering training programs, consulting services, or creating resources for clients.

3. Guidelines for Using AI Tools

Supplementing Expertise

AI tools are used to enhance, not replace, the extensive knowledge, experience, and expertise developed over more than two decades of professional practice. These tools act as valuable supports in various capacities, including but not limited to:

Transparency in Use

Safety Elements is transparent about the use of AI tools in client work. Deliverables influenced by AI tools will be reviewed and finalised by our experts to ensure they meet our high standards of accuracy, relevance, and professional integrity.

Where appropriate, materials will indicate the use of AI, such as with a label or statement in line with our branding. Documents and training resources created using AI will include a custom-designed “Enhanced by AI” logo to inform clients of its use.

3. Quality Assurance

All outputs from AI tools undergo thorough review by qualified professionals to:

• Verify accuracy and relevance.
• Ensure alignment with current legislation, regulations, and best practices in health and safety.
• Tailor content to the specific needs of our clients.

4. Ethical and Confidential Use

AI tools are used in compliance with ethical standards and confidentiality requirements. Sensitive client information is not shared with AI tools to ensure data privacy and security.

5. Legal Compliance

All use of AI tools by Safety Elements shall comply with applicable privacy, data protection, and workplace regulations, including the Privacy Act 1988 (Cth) and relevant international laws where applicable.

6. Risk Mitigation and Error Rectification

In the event of inaccuracies or errors in AI-generated outputs, Safety Elements will promptly address the issue to ensure compliance with client expectations and legal standards.

7. Continuous Improvement

Safety Elements is committed to ongoing professional development and actively monitors advancements in AI technology to use it responsibly and effectively.

8. Training and Bias Awareness

Employees and contractors will receive training on identifying and addressing potential biases in AI outputs to maintain ethical standards and inclusivity.

9. Stakeholder Engagement

Safety Elements encourages feedback from clients and employees to address concerns or suggestions regarding AI usage. This feedback mechanism supports transparency and continuous improvement in AI integration.

10. Documentation and Explainability

Comprehensive documentation of AI tools used, including their decision-making processes and data sources, will be maintained. This ensures that AI systems remain understandable and interpretable, enhancing transparency and accountability.

11. Alignment with International Standards

Safety Elements strives to align its AI usage practices with recognised international standards, such as, demonstrating a commitment to responsible AI use and enhancing credibility.

12. Regular Policy Updates

This policy will be reviewed and updated periodically to reflect technological advancements, regulatory changes, and feedback from stakeholders, ensuring its relevance and effectiveness.

Responsibilities

• Employees and Contractors: Ensure that all work involving AI tools complies with this policy and undergoes appropriate review before submission to clients.
• Management: Provide training and resources to ensure the responsible use of AI tools and oversee their integration into workflows.
•  Clients: Be informed about the role of AI tools in their projects, fostering trust and transparency.

Dispute Resolution

Any disputes or concerns arising from the use of AI tools will be addressed through a structured process, including mediation and review by the management team.

Review and Amendments

This policy will be reviewed annually or as needed to reflect advancements in AI technology, updates to legal requirements, or changes in Safety Elements’ operational practices.