Artificial Intelligence Policy

1. Why was I blocked?

You attempted to access an AI application that is not approved for use at BrownSugar Corp. We support the use of AI to enhance productivity and innovation, but only through vetted and approved tools that meet our security, privacy, and compliance standards. The application you tried to access does not meet these requirements.

BrownSugar Corp provides a range of endorsed AI tools for legitimate business purposes. Please review our full AI Policy below to understand which tools are approved and how to use them responsibly.

2. Purpose and Scope

This Artificial Intelligence Policy establishes BrownSugar Corp's commitment to the responsible development, deployment, and use of artificial intelligence technologies across all business operations. This policy applies to all employees, contractors, partners, and third-party vendors engaged in AI-related activities on behalf of BrownSugar Corp.

Our organization recognizes that AI systems have the potential to transform business processes, enhance customer experiences, and drive innovation. However, we also acknowledge the ethical, legal, and social implications that accompany these technologies.

3. Core Principles

BrownSugar Corp's approach to artificial intelligence is guided by the following principles:

• Transparency: We commit to clear communication about when and how AI systems are being used in our operations and customer interactions.
• Accountability: Human oversight and responsibility remain central to all AI-driven decisions that impact stakeholders.
• Fairness: AI systems must be designed and monitored to prevent discriminatory outcomes and ensure equitable treatment.
• Privacy: Personal data used in AI systems will be protected in accordance with applicable privacy laws and our data protection standards.
• Security: AI systems and the data they process must be secured against unauthorized access and malicious use.

4. Acceptable Use

Employees and authorized users may utilize approved AI tools and systems for legitimate business purposes including:

• Enhancing productivity and automating routine tasks
• Data analysis and business intelligence
• Customer service and support operations
• Product development and innovation
• Research and development activities

All AI usage must comply with existing company policies, including but not limited to our Code of Conduct, Data Protection Policy, and Information Security Policy.

5. Prohibited Activities

The following activities are strictly prohibited:

• Using AI systems to process confidential or proprietary information without proper authorization
• Deploying AI tools that have not been approved by the IT Security and Compliance teams
• Circumventing security controls or data protection measures
• Using AI to create deceptive, harmful, or discriminatory content
• Sharing sensitive company data with external AI services without appropriate safeguards

6. Data Governance

All data used to train, test, or operate AI systems must be handled in accordance with our Data Governance Framework. This includes ensuring proper data classification, obtaining necessary consents, and implementing appropriate technical and organizational measures to protect data integrity and confidentiality.

Personal data shall only be processed in AI systems when there is a lawful basis and the processing is necessary for the specified purpose. Data minimization principles must be applied to limit collection to what is strictly necessary.

7. Risk Assessment and Monitoring

Prior to deployment, all AI systems must undergo a comprehensive risk assessment conducted by the AI Governance Committee. This assessment evaluates potential impacts on privacy, security, fairness, and operational reliability.

Deployed AI systems are subject to ongoing monitoring to detect performance degradation, bias, security vulnerabilities, or unintended consequences. Regular audits will be conducted to ensure continued compliance with this policy.

8. Third-Party AI Services

When engaging third-party AI service providers, BrownSugar Corp will conduct due diligence to ensure vendors meet our standards for security, privacy, and ethical AI practices. Contracts with AI vendors must include appropriate data protection clauses and service level agreements.

9. Training and Awareness

BrownSugar Corp is committed to ensuring all employees understand the capabilities, limitations, and responsible use of AI technologies. Mandatory training programs will be provided to relevant personnel, with specialized training for those directly involved in AI development or deployment.

10. Compliance and Enforcement

Violations of this policy may result in disciplinary action, up to and including termination of employment or contract. The Chief Information Officer, in collaboration with Legal and Human Resources, is responsible for enforcement of this policy.

This policy will be reviewed annually and updated as necessary to reflect changes in technology, regulations, and organizational needs.

11. Contact Information

Questions regarding this policy should be directed to:

AI Governance Committee
Email: ai-governance@brownsugar.corp
Internal Extension: 5500