must also comply with the Technology Use Policy and all applicable approval, data-handling, and security requirements.
AI tools may be used only for general, non-confidential work, such as drafting routine communications, gathering public information, and developing templates with non-identifiable content, and only when AIM has approved both the tool and the specific work purpose. Employees remain responsible for reviewing AI-generated material for accuracy, completeness, bias, confidentiality, and compliance with AIM policy before using or sharing it.
These tools may capture and transmit text, images, or audio to external servers, putting sensitive data at risk. These services may not be used to process PHI, HIPAA-regulated information, financial or banking details, PII, internal records, or confidential documentation unless AIM has expressly approved both the tool and that use. Use of these tools is limited to general, non-sensitive tasks. Employees must seek guidance from IT for any uncertain scenario.
AI-enabled or other wearable devices capable of recording audio, video, images, or environmental data may not be used to record in AIM workplaces unless AIM has expressly authorized the device and the specific use for a legitimate business purpose or approved it as reasonable accommodation. Any approved use must comply with Sections IX through XI and all required privacy, security, consent, and data-handling safeguards.
These devices present significant privacy and compliance risks, including:
Examples include, but are not limited to:
If an employee requires assistive technology for approved accommodation, HR will work with IT to evaluate secure and compliant alternatives.
This policy outlines the terms under which AIM Services may use an employee’s name, image, voice, likeness, and other identifiers (collectively referred to as "NIL") in connection with business operations, marketing, internal communications, public relations, and other related purposes. This policy applies to all current and former employees whose NIL may be used in media produced by or for AIM Services, Inc. including but not limited to websites, social media platforms, print materials, videos, internal presentations, staff listings and promotional campaigns. AIM Services, Inc., retains rights to materials on which NIL has been used with valid consent. Use of NIL is considered voluntary and without compensation unless a separate agreement specifies otherwise.
Review of and sign off on the Employee Handbook will constitute consent to use NIL as described