Legal
Responsible AI policy
How we build, buy and use AI at Intelletto.ai, the principles behind it, and who is accountable when it matters.
Effective [Date]Last updated 24 October 2026
1. Purpose and scope
This policy sets the rules for responsible and ethical use of Artificial Intelligence (AI) at Intelletto.ai. It ensures that everyone at Intelletto.ai uses AI systems in line with our values, meets legal and regulatory requirements, and protects the safety and well-being of our customers, colleagues and partners. It also sets the ethical principles that guide how we research, develop, deploy and use AI, so that our AI systems respect human rights, promote fairness and benefit all stakeholders.
It applies to all Intelletto.ai employees, contractors and partners who build, buy, use or interact with AI systems, including AI features built into Intelletto.ai products. “AI systems” means any software, platform, model or tool that uses artificial intelligence or machine learning to perform tasks or make decisions. This includes, but is not limited to, large language models (LLMs), AI agents, coding assistants, plugins and AI features inside third-party products.
2. How we use AI
Responsible AI use
Everyone must use AI systems responsibly and ethically. Do not use AI in ways that could harm others, violate privacy or enable malicious activity. Examples include spreading misinformation, conducting unauthorised surveillance or carrying out cyberattacks.
Compliance with laws and regulations
AI systems must be used in compliance with all applicable laws and regulations. This includes data protection, privacy and intellectual property laws in every market where Intelletto.ai or its customers operate.
Transparency and accountability
Employees must be open about where AI is used in their work, so stakeholders know when AI contributes to a decision or deliverable. All proposed and active AI work must be registered in Intelletto.ai’s central record of AI governance and compliance, the AI System of Record. Every employee receives access and training to use it. Employees remain responsible for AI-assisted outcomes and must be able to explain and justify them.
Data privacy and security
Employees must follow Intelletto.ai’s data privacy and security policies when using AI systems. Personal or sensitive data used by AI systems must be anonymised or pseudonymised where possible and stored securely. Confidential company data, customer data and source code may only be entered into AI tools approved for that class of data.
Bias and fairness
Employees must actively identify and reduce bias in AI systems. These systems must be fair and inclusive and must not discriminate against any individual or group.
Human-AI collaboration
AI augments human judgement; it does not replace it. AI can provide valuable insights and recommendations, but a person makes the final decision, weighing the AI output alongside other relevant factors. Employees should understand AI’s limitations, including errors and fabricated content, and check outputs before acting on them.
Training and education
Employees who use AI systems receive ongoing training on using them responsibly and effectively. Training covers technical use, ethical considerations and the risks of AI. Intelletto.ai provides resources such as workshops, online courses and access to AI experts so employees stay current with AI advances and emerging ethical concerns.
Third-party services
Before using a third-party AI service or platform, employees must confirm that the provider meets the ethical standards and legal requirements in this policy. New third-party AI tools must be approved and recorded in the AI System of Record before use with company or customer data.
3. Our ethical principles
Respect for human rights
Intelletto.ai is committed to respecting and upholding human rights in all AI-related activities. AI systems must be designed and used in a way that respects the rights to privacy, non-discrimination and freedom of expression, among others.
Fairness and non-discrimination
AI systems must be developed and used in a way that is fair, unbiased and inclusive. Intelletto.ai actively identifies and reduces bias in AI systems so they do not perpetuate or worsen existing inequalities.
Privacy and data protection
Intelletto.ai prioritises the privacy and data protection of individuals when designing and using AI systems. We comply with all applicable data protection and privacy laws and follow industry best practice for data handling and storage. Our Privacy policy has the details.
Transparency and explainability
AI systems used by Intelletto.ai must operate transparently, and we must be able to explain the logic behind AI-generated outputs. Stakeholders should be able to understand how our AI systems work and the basis for their outputs.
Accountability and responsibility
Intelletto.ai is accountable for the ethical use of AI and for the outcomes our AI systems produce. We take full responsibility for keeping our AI aligned with this policy and for addressing any harm that results from its use.
Safety and security
AI systems must be designed, developed and used with safety and security as priorities. We protect individuals and society from potential harm and minimise the risks of AI technologies.
Human-centred AI
AI systems should augment and empower human decision-making, not replace it. We promote human-AI collaboration and ensure that people keep control over AI systems and their outputs.
Environmental and social sustainability
We strive to develop and use AI in ways that support environmental and social sustainability, including mindful use of compute, and minimise negative impacts on the environment and communities.
4. How we oversee AI
| Who | What they do |
|---|---|
| AI Governance Board | A multidisciplinary team of executive leaders, data scientists, engineers, legal and compliance professionals, and ethics and security specialists. It sets AI strategy, manages AI risk, approves AI policies and typically meets quarterly. |
| Designated AI Officer | Oversees implementation of this policy, guides and supports employees, runs the AI System of Record and ensures compliance with relevant laws and standards. |
| AI Ethics Committee | Oversees our ethical principles, advises teams on ethical dilemmas and reviews AI projects for ethical and societal impact. |
| AI Project Impact Assessments | Completed for every new AI project before build or deployment. Each covers legal and ethical considerations, fairness and bias, privacy, transparency, safety, human oversight, monitoring and stakeholder engagement. |
The AI Officer and the AI Ethics Committee periodically review AI use across the company to confirm adherence to this policy, identify emerging risks and recommend updates. We also engage with employees, customers, partners and regulators to share knowledge and collaborate on ethical AI practice.
5. Reporting concerns
Anyone can report a suspected breach of this policy, or any ethical, legal or regulatory concern about our AI. Employees can report directly to the AI Officer or through the company’s established reporting channels. Customers and others can contact us at hello@intelletto.ai. Intelletto.ai investigates all reports promptly and thoroughly and takes appropriate action.
6. Enforcement and review
Breaches of this policy may result in disciplinary action, up to and including termination of employment or engagement, in line with Intelletto.ai’s disciplinary policies and procedures.
This policy is reviewed at least annually, and sooner when AI technology or regulation changes materially. Each review draws on employee feedback, changes in AI technology and updates to laws and regulations. Changes are communicated to all employees and published on this page.