This AI usage policy has been written to provide assurance to clients and other interested 3rd parties that Amanda Karen Photography, trading as AKP Branding Stories takes the responsible use of AI seriously. This plan has been drawn up using best practice Risk Management constructs to ensure a robust and thorough review of the business’ use of AI to maximise efficiency and client service quality, whilst ensuring adherence with data protection and the business’ ethical values.

1. Purpose
This AI Usage Policy outlines the principles and guidelines for the ethical and responsible use of Artificial Intelligence (AI) within Amanda Karen Photography, trading as AKP Branding Stories. As a brand photographer working with other business owners and entrepreneurs, it is essential to ensure that AI technologies are utilised in a manner that respects privacy, data security, and ethical standards.

2. Scope
This policy applies to all employees, contractors, and third-party service providers who use or interact with AI technologies on behalf of Amanda Karen Photography, trading as AKP Branding Stories.

3. Definitions
Artificial Intelligence (AI): Computer systems that perform tasks typically requiring human intelligence, such as visual perception, speech recognition, decision-making, and language translation.
Personal Data: Any information relating to an identified or identifiable individual.
Data Processing: Any operation or set of operations performed on personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation, or alteration.

4. Ethical Principles
Transparency: AI systems used by Amanda Karen Photography, trading as AKP Branding Stories will operate transparently, with clear communication to clients and stakeholders about how AI is used.
Accountability: We take responsibility for the outcomes of our AI systems and ensure that there are mechanisms in place to address any issues that may arise.
Privacy: The use of AI will comply with all relevant data protection laws, including the UK General Data Protection Regulation (GDPR). Personal data will be processed lawfully, fairly, and transparently.
Bias and Fairness: Efforts will be made to identify and mitigate biases in AI systems to ensure fair and equitable treatment of all individuals. Human reviews are done at every stage of AI use.

5. Client Rights and Controls
Consent: Explicit client consent is obtained for data collection and AI processing. Clear explanation of what data will be used for and how it will be processed.
Access and Correction: Client data will be made available upon request and any inaccuracies will be corrected in a timely manner.
Opt-out Options: Clients can opt out of AI-driven processes if they choose.

6. Data Management
Data Collection: Only the necessary personal data will be collected, and it will be used solely for the purposes outlined in our privacy policy.
Data Storage: Personal data will be stored securely, and access will be restricted to authorised personnel only.
Data Usage: Personal data will be used in a manner consistent with the purpose for which it was collected. Any processing of personal data by AI systems will be monitored to ensure compliance with this policy.
Data Retention: Personal data will be retained only as long as necessary for the purposes for which it was collected, in accordance with our data retention policy.

7. Security Measures
Access Control: Strict access controls will be implemented to ensure that only authorised personnel can access AI systems and the data they process.
Data Encryption: Personal data processed by AI systems will be encrypted both in transit and at rest to protect against unauthorised access.
Incident Response: A clear procedure will be in place to respond to any security incidents involving AI systems, including data breaches (available to clients on request)

8. Compliance and Monitoring
Legal Compliance: AI usage will comply with all applicable laws and regulations, including GDPR.
Monitoring and Auditing: Regular audits will be conducted to ensure compliance with this policy and to identify any potential risks or areas for improvement.
Training: Employees and contractors will receive training on the ethical use of AI and data protection requirements.

9. AI Use Cases
Business Applications:
Objective Input: Using AI tools like Chat GPT or Claude for objective input on client needs, summarising conversations, and action points from meetings (zoom transcript).
Content Structuring: Structuring content such as posts, blogs, emails, and sales pages.
Content Creation: video editing for social media (marketing)
Research: Conducting research across various topics to inform business strategies and client solutions.
Business Audit Tools: Utilising AI for business audit tools and templates.

Client Data Handling:
Meeting Notes: Using ChatGPT for meeting notes, actions, and identifying themes.
Editing: Using ImagenAI for initial edit of images in relation to colour grading, exposure, straightening, etc.
Retouching: Using Photoshop Generative AI capability for the removal of unwanted items such as signs and background people in images.

Other Applications that may have AI capability but is not directly utilised:
Dubsado
MailerLite
Google Drive
Loom
Asana
VN
Zoom
Zapier
Meta Business Suite

10. Review and Updates
This AI Usage Policy will be reviewed annually, or more frequently if necessary, to ensure it remains current with technological advancements and regulatory changes. AI tools are evolving at pace, and changes to capabilities and concerns can occur rapidly. While updates will be made as soon as is reasonably practicable, we are restricted by our own internal operations and capacity.
Clients can provide feedback on AI practices and policies, which will be reviewed to understand any issues or concerns. Relevant feedback will be considered for potential policy adjustments.

11. Contact Information
For any questions or concerns regarding this AI Usage Policy, please contact:
Amanda Hutchinson at hello@amandakarenphotography.co.uk