Use of AI Policy
Artificial intelligence is changing the way modern businesses work, and we embrace it. Many of our clients now use AI tools in their day-to-day operations, and many want their Virtual Assistant to do the same. We think that's a good thing.
Our approach to AI mirrors our approach to data protection: you are in control. Just as you decide what information you share with your Virtual Assistant and how they should handle it, you decide whether your VA uses AI tools on your behalf, which tools they use, and what data (if any) you are comfortable being shared with them.
We have put together this statement to explain how AI fits into your relationship with Virtalent and your Virtual Assistant. We’d encourage you to read through it, which is provided for informational purposes only.
Our Approach
At Virtalent, we believe AI should enhance the work of a talented Virtual Assistant, never replace the judgement, discretion and personal service they provide. As such, the following principles apply:
- The decision on whether your Virtual Assistant uses AI tools rests entirely with you, the client. Your VA will follow your instructions in this regard.
- You decide which AI tools may be used, for which tasks, and what information may be entered into them.
- Where you have not given instructions, we encourage you to have an open conversation with your Virtual Assistant to agree an approach that works for your business.
- Our Virtual Assistants are expected to be transparent with you about any AI tools they use in the course of their work for you.
- We keep our internal team and Virtual Assistants informed of developments in AI, including best practice around data privacy and responsible use.
- AI never changes your VA’s obligations under their Data Protection Agreement. Any data shared with an AI tool must still be handled in line with GDPR and your instructions.
What You Need To Do
Ultimately, it is your responsibility to decide how AI is used within your business, including by your Virtual Assistant. AI tools vary widely in how they store, process and train on the data entered into them, so you will need to satisfy yourself that any tools used meet your own compliance, confidentiality and commercial requirements.
To summarise, we’d suggest you:
- Tell your Virtual Assistant clearly whether, and how, you would like them to use AI tools.
- Specify which tools you approve of and any you would like them to avoid.
- Set clear boundaries on what data may be entered into AI tools, particularly personal data, client information or commercially sensitive material.
- Consider whether your own privacy policy, client agreements or regulatory obligations restrict the use of AI within your business.
- Review your approach from time to time, as AI tools and their terms change quickly.
- Remain accountable for how AI is used on behalf of your business.
If you have no preference, your Virtual Assistant will use their professional judgement, erring on the side of caution with any data you share.
Relevant Policies
You may also wish to read the following:
The agreements we hold with our team of Virtual Assistants include a thorough contract and a separate Data Processing Agreement, both of which continue to apply in full whenever AI tools are used.