Responsible AI

Purpose

ArchZen believes artificial intelligence should enhance human expertise, not replace it.

This policy explains how we aim to use AI responsibly, ethically, securely and transparently within our business and when delivering services to clients.

Scope

This policy applies to ArchZen employees, contractors, consultants, service providers acting on our behalf and AI-powered services delivered to clients.

Our responsible AI principles

• Human oversight and professional judgement.
• Transparency about use, purpose and limitations.
• Security and privacy by design.
• Accountability for decisions, outputs and outcomes.
• Accuracy, validation and appropriate review.
• Ethical and lawful use.
• Continuous monitoring and improvement.

How we use AI

AI may be used to improve efficiency, support analysis and assist with service delivery.

• Technical documentation, knowledge management and research assistance.
• IT support assistance, cybersecurity analysis and security awareness content.
• Workflow automation, business process automation and software development assistance.
• Content drafting, report generation, proposals, meeting summaries and customer communications.
• AI-powered business solutions designed and delivered for clients.

Human review and accountability

• Qualified professionals review outputs where appropriate.
• Critical business decisions are not made solely by AI.
• Security recommendations are validated before implementation.
• Client deliverables are reviewed for quality and accuracy where required.
• Clients should independently assess AI outputs before significant legal, financial, operational or strategic decisions.

Privacy and confidentiality

Protecting client information is one of our highest priorities. We aim to minimise confidential information shared with AI systems and avoid submitting sensitive information to public AI services unless suitable safeguards are in place.

• Respect contractual confidentiality obligations.
• Apply suitable access controls and platform settings.
• Consider data location, retention and provider practices.
• Handle personal information in accordance with our Privacy Policy.

AI security

AI tools and platforms are selected with consideration for security, privacy, business suitability and risk.

• Vendor reputation and security controls.
• Privacy practices and data handling processes.
• Identity, permissions and access controls.
• Regulatory, contractual and business requirements.
• Integration security, monitoring and operational resilience.

Prohibited and harmful use

ArchZen will not knowingly use AI to facilitate unlawful, malicious, deceptive or unethical activity.

• Generate malware or support cyber attacks.
• Facilitate fraud, deception or intentionally false information.
• Circumvent security controls or applicable laws.
• Infringe intellectual property rights.
• Create discriminatory, abusive or harmful outcomes.
• Misuse personal, confidential or protected information.

AI limitations

AI technologies can produce inaccurate, outdated, incomplete or contextually inappropriate results. They may also reflect weaknesses in training data, prompts, integrations or system design.

AI should be treated as an assistant rather than an authoritative source, particularly for security, legal, financial, medical, compliance or other high-impact matters.

AI solutions for clients

Where ArchZen designs, implements or manages AI solutions, we work with the client to align the solution with business objectives, operational requirements and risk profile.

• AI strategy, readiness and adoption guidance.
• AI agents, workflow automation and AI integrations.
• CRM, customer service and knowledge-base automation.
• Business process optimisation and Microsoft Copilot enablement.
• Governance, security controls and human oversight appropriate to the use case.

Testing and monitoring

• Test normal scenarios, edge cases, failures and inappropriate inputs.
• Validate permissions, data flows and escalation paths.
• Monitor performance, quality and unintended behaviour where appropriate.
• Review systems after significant changes to models, prompts, data or integrations.
• Document material risks, controls and human responsibilities.

Intellectual property

AI may assist in creating documentation, code, reports, designs, workflows and other materials.

Client deliverable ownership is governed by the applicable agreement. ArchZen retains ownership of its proprietary methods, templates, tools, frameworks and internal processes unless otherwise agreed in writing.

Compliance and continuous improvement

ArchZen seeks to use AI in accordance with applicable Australian laws, contractual obligations, recognised standards and ethical principles.

As technology, regulation and expectations evolve, we will review and improve our governance, security and responsible-use practices.

Policy updates

This policy may be updated to reflect changes in technology, legislation, security practices, industry standards or business operations. The latest version will be published on our website.

Contact us

For questions about how ArchZen uses AI or applies this policy, contact legal@archzen.com.au.