Magic Memories Artificial Intelligence (AI) Acceptable Use Policy

ℹ️ This AI Acceptable Use Policy applies to all employees and contractors of Magic Memories and outlines the acceptable use of Artificial Intelligence (AI) tools within Magic Memories. While AI tools may offer attractive opportunities to streamline work functions and increase our efficiency, they come with serious security, accuracy, privacy and intellectual property risks. This policy is intended to help employees and contractors understand the guidelines for acceptable use of AI while protecting the Company’s confidential or sensitive information, intellectual property, workplace culture, and individual privacy.

What is AI?

Artificial Intelligence (AI) encompasses a broad range of technologies that enable computers to perform tasks that typically require human intelligence, such as learning, problem-solving, and decision-making. One prominent type of AI is the Large Language Model (LLM), (Google’s Gemini), which is trained on vast amounts of text data and can generate human-like text, translate languages, write creative content, and answer questions. However, AI isn't limited to just language processing. Tools like image-generating AIs can create realistic images from text prompts, and video-generating AIs can produce videos based on scripts or descriptions. While there are many other types of AI, LLMs, image and video-generating AIs are likely to be the most appealing to employees in our industry, as they have the potential to significantly enhance creativity, productivity, and efficiency in various tasks.

Authorized AI Tools:

• Adobe: Firefly, provided by Adobe, is an authorized generative AI tool for use in work-related tasks. Magic Memories has a paid subscription with Adobe that permits employees and contractors to use Firefly. You must be signed into your Magic Memories Adobe (Google) account before using Firefly in connection with your work.

• Gemini: Gemini, provided by Google, is an authorized AI tool for use in work-related tasks. Magic Memories has a paid subscription with Google that permits its employees and contractors to use Gemini. You must be signed into your Magic Memories Google account before using Gemini in connection with your work.

• AI tools that are included with subscriptions Magic pays for, for example this ticket and knowledge-base system.

Prohibited AI Tools:

• All other AI tools are prohibited. This includes, but is not limited to:

  • AI-powered Large Language Models (e.g., ChatGPT)

  • AI-powered meeting/note-takers

  • AI-powered voice recorders

• Reason for Prohibition: Many AI services, especially free or consumer-grade ones, employ human reviewers to analyze user data. This poses a significant risk of exposing confidential Magic Memories business information and employee personal data to external parties.

Content Restrictions and Standards

You shall not use AI Tools to submit, upload, generate or produce any output that does any of the following:

• Violates laws or promotes or facilitates any activity that violates laws.

• Is sexually explicit, obscene, indecent, or pornographic.

• Infringes or is likely to infringe any patent, trademark, trade secret, copyright, or other intellectual property or other rights of another person.

• Violates the legal rights (including the rights of publicity and privacy) of any person.

• Is deceptive, fraudulent, misleading, or otherwise intended or likely to misinform or disinform others including:

  • Defamatory content;

  • Fake online reviews, comments or other engagement; and

  • Deepfakes (i.e., synthetic media images, videos, and audio) in which a person’s likeness or voice is manipulated to depict them saying or doing something they never did).

Disclosures and Consents

AI-Generated Content:

• Whenever feasible, you should disclose your use of AI Tools, including but not limited to the creation of any media (text, images, video, audio, presentations etc.).

Meeting Recordings and Summaries:

• Magic Memories supplies Google Meet as part of the suite of Google products. Gemini with Google Meet includes features to record and summarize meetings. When using these features, you must comply with all applicable laws and regulations regarding recording conversations.

• Consent: You must obtain express consent from all participants before recording any meeting. This consent must be obtained either before the meeting begins or at the very beginning of the meeting. If any participant does not consent, you must immediately stop the recording.

• Magic Memories cannot control third-party meeting software (such as Microsoft Teams, Zoom, etc.) used by customers or vendors. Be aware that you may be recorded by AI when using those platforms. 

Software and Subscription Approvals:

• You are not authorized to subscribe to or expense any AI-related or other software subscriptions without prior written approval from your manager and the IT Department. All requests for new software or AI tools, besides those listed above, must follow this approval process. To make a new request, please contact Tech Support by submitting a ticket.

Monitoring and Enforcement

Magic Memories may monitor your use of AI Tools to evaluate your compliance with this policy and investigate any suspected or reported violation by you or others.

Policy Violations:

Violations of this policy may result in disciplinary action, up to and including termination of employment.

Questions?

If you have any questions regarding this policy, please contact Tech Support by submitting a ticket.