1. Introduction

This AI Usage Policy outlines the principles, guidelines, and responsibilities for the use of Artificial Intelligence (AI) technologies within our STARS (Supplier Tracking and Reporting System) portal. The purpose of this policy is to ensure that AI is used ethically, responsibly, and in compliance with applicable laws and regulations, while safeguarding the privacy and rights of users.

2. Scope

This policy applies to all employees, contractors, partners, and third-party service providers who design, develop, deploy, or maintain AI features in the STARS portal. It also applies to all AI-driven functionalities including, but not limited to, chatbots, recommendation systems, predictive analytics, content moderation, and automated decision-making.

3. Ethical Principles

The use of AI in the STARS portal must adhere to the following ethical principles:

• Transparency: Users must be informed when interacting with AI-driven features.
• Fairness: AI systems must not discriminate against individuals or groups.
• Accountability: AI decisions must be explainable, and human oversight should be maintained.
• Privacy: User data must be protected and handled in compliance with data protection laws.
• Safety: AI must not produce harmful or unsafe outputs.

4. Data Privacy and Security

AI systems must comply with applicable data privacy regulations, such as CCPA/CPRA, GDPR, or other relevant laws. Personal data collected for AI processing must be minimized, anonymized where possible, and secured using industry-standard encryption. Unauthorized access to AI models, training data, or outputs must be prevented.

5. Acceptable Use

AI features must only be used for purposes that align with the STARS portal’s mission and values. Prohibited uses include but are not limited to: generating harmful content, promoting illegal activities, infringing intellectual property rights, or violating user privacy.

6. Human Oversight

All AI decisions that have a significant impact on users must be reviewable by a qualified human. Automated decisions should be overridden when necessary to prevent errors, bias, or harm.

7. Continuous Monitoring and Improvement

AI models must be regularly tested, audited, and updated to ensure accuracy, fairness, and security. Feedback from users and stakeholders must be incorporated to improve AI functionality.

8. Compliance and Enforcement

Violations of this policy may result in disciplinary action, termination of contracts, or legal action. All stakeholders are responsible for reporting misuse of AI features through the designated reporting channels.

9. Policy Review

This policy will be reviewed annually or whenever significant changes occur in AI technology, regulations, or the STARS portal’s operations.