General AI Policy
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Title: Guidelines for the use of GAI in Science Melting Pot’s Internal and External Communications
Owner: Connie
Purpose: To set boundaries for the use of GAI tools in the production of communication materials about and by SMP.
Brief Description: The GAI policy is created to be in alignment with EU laws and principles for the use of GAI in communications for the purposes of transparency, quality in communication, and data privacy.
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Action 1: Transparent labelling of written content produced with the help of GAI tools.
Any writing content posted by SMP that has GAI assistance will be labelled as ”writing assisted by GAI ”and the tool name and date. (i.e. Chat GPT v.3.5 05/08/2026)
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Action 2: Do not use GAI tools in visuals and videos produced and posted by SMP.
The use of GAI for these complex processes reduces quality and wastes resources. In the interest of prudent use of resources, SMP communications may not contain visuals or videos that are produced or co-produced with GAI tools.
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Action 3: Ensure that all prompts do not include any private or GDPR protected data
Data, such as names and information of employees, or names and information of clients should be removed from prompting language before it is submitted to the GAI. Any use of names in the content of a prompt must comply with EU and Danish GDPR regulations
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Action 4: Use Ethically Engineered GAI Tools
Ensure the GAI tools used conform to EU ethics policy. Do not use AI tools that are prohibited by Article 5 of the EU AI policy. https://artificialintelligenceact.eu/article/51/
In addition, it includes ensuring GAI tools have diverse data inputs, and are able to represent multiple perspectives in responding to prompts. Where GAI tools are not able to represent all perspectives that we represent, we will take that into account in our prompting and response interactions with these partially representative models.
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Action 5: Use of AI tools in SMP software products
Recognize where SMP platforms have built in AI tools, and ensure that you double check work done using these built-in tools. Platforms with AI include Canva (for our presentation templates that fit our branding strategy); Grammerly, and Google.
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Related Policies: SMP Data Privacy Policy https://www.sciencemeltingpot.com/privacy-policy; EU GDPR guidelines https://gdpr.eu/ ; Denmark’s GDPR guidelines https://www.datatilsynet.dk/regler-og-vejledning/gdpr-univers-for-smaa-virksomheder/grundlaeggende-om-gdpr
Training Process: 1 hour online workshop each August/September to check in and make sure all staff have the same interpretations of the actions, and that any unclear phrasing of the actions is corrected and revised. August/September is chosen because it is the beginning of the school year, and a likely time for GAI models to release new updates.
Revision Process: Yearly revision within 1 week of the online training workshop to address all questions and issues raised by SMP staff. The policy owner is responsible for scheduling, running the workshop and the subsequent updating and informing staff of the updated policy document.
Related Links:
https://digital-strategy.ec.europa.eu/en/library/ethics-guidelines-trustworthy-ai