Artificial Intelligence (AI) Policy

Purpose

Artificial Intelligence tools present both opportunities for ArtsPool to improve the services that it provides to its Members and risks that need to be carefully considered. This policy establishes clear guidelines to ensure that Artificial Intelligence is used responsibly, ethically, and in alignment with ArtsPool's mission to strengthen Member organizations through high quality financial management and workforce administration.

Definitions

For purposes of this policy, "Artificial Intelligence" (AI) refers to computer systems and software that perform tasks typically requiring human intelligence, including but not limited to: machine learning algorithms, natural language processing tools, predictive analytics systems, automated decision-making tools, generative AI for content creation, chatbots and virtual assistants, and computer vision systems. This definition encompasses both standalone AI applications and AI features embedded within broader software platforms, including ArtsPool’s proprietary systems.

Scope

This policy applies to employees, Steering Committee representatives, contractors, consultants, temporaries, and other workers at ArtsPool, including all personnel affiliated with third parties and Member personnel doing work on ArtsPool’s behalf (collectively, “Users”). 

The policy governs all AI tools used for ArtsPool operations, Member services, communications, data processing, and administrative functions. All Users are responsible for understanding and complying with this policy when using AI tools in their work with ArtsPool.

Usage

In our daily work, ArtsPool sees AI as a way to better serve our Members, not as a replacement for critical thought, collaboration, or human interaction. The arts are built on human relationships, and we will continue to pursue a service model that respects this essential feature of our sector even as we pursue AI-powered efficiencies to enhance Member services, streamline administrative processes, and support workforce development initiatives. Content creation and research tools, for example, assist in developing communications and resources for current and potential Member organizations and add value to our services. Administrative automation, on the other hand, improves the efficiency of operational tasks to ensure that the cost of services remains affordable for ArtsPool Members. In all cases, the focus of AI use at ArtsPool should be on how AI improves outcomes for ArtsPool Members.

User responsibilities and compliance

AI tools provided by ArtsPool are for business use only and should not be used for personal activities. This ensures the maintenance of a professional environment, the preservation of organizational resources, and the prevention of potential legal and security risks. 

All AI tools used for ArtsPool work must be accessed through ArtsPool-issued accounts and work email addresses. Personal accounts shall not be used for work-related AI activities to ensure proper security controls, data protection, and organizational oversight.

Users are expected to remain vigilant when AI features appear in tools they use regularly, and report new AI features to ArtsPool management before using them, even if the features are automatically enabled by the vendor.

Permitted use cases

AI tools used by ArtsPool include the following purposes, among others: 

• developing communications materials and resources for Member organizations, prospective Members or clients, or the general public; 
• automating routine administrative tasks such as scheduling, reporting, and data entry; 
• analyzing data to inform financial and program development (e.g., workforce trends and needs within the arts sector); 
• software engineering, subject to human review;
• providing recommendations for Member services, workforce administration, and organizational capacity building, subject to human review; 
• enhancing accessibility of resources and communications; 
• supporting research and evaluation activities; and 
• improving operational efficiency in ways that allow ArtsPool employees to focus on high-value Member services. 

All permitted uses must align with ArtsPool's mission and values, respect privacy, and maintain human oversight for significant decisions that impact Members, employees, or ArtsPool’s systems. When in doubt as to whether a particular use case is permitted, Users should consult with ArtsPool management.

Prohibited use cases

AI tools shall not be used for the following purposes: 

• making final decisions about Member eligibility, funding, or services without human review and approval; 
• replacing human judgment in situations requiring cultural sensitivity, artistic expertise, or nuanced understanding of Member contexts; 
• replacing creative workers;
• collecting, processing, or analyzing data without proper consent and safeguards; 
• creating content that misrepresents ArtsPool's positions, Member perspectives, or factual information; 
• creating content that appropriates the work or likeness of others;
• automating communications in ways that eliminate meaningful human engagement with Members or standard editing practices (e.g., alignment with ArtsPool’s style guide, fact-checking of research, etc.); 
• surveillance or monitoring of communications or data beyond legitimate operational needs; or 
• any purpose that violates applicable laws, regulations, or this policy. 

AI tools shall not be used in ways that could discriminate against or disadvantage particular Member organizations or communities.

Approved tools and features

ArtsPool maintains a list of approved AI tools that have been evaluated for compliance with this policy, organization data security standards, and alignment with organizational values. The approved tools list is maintained by ArtsPool management and updated as new tools are evaluated or existing tools are retired.

Categories of AI tools

1. AI features in existing approved tools: When software platforms already in use at ArtsPool (such as our operational, financial, or workspace tools) introduce new AI features or capabilities, Users must not activate or use these features until they have been reviewed and approved by ArtsPool management. Vendors often enable AI features by default or through automatic updates. Users are responsible for notifying ArtsPool management when they become aware of new AI functionality in existing tools.
2. AI chat tools: Standalone conversational AI tools (such as Claude, ChatGPT, Gemini, or similar platforms) require explicit approval before use. Users must submit a request to ArtsPool management with the intended use case and demonstrate how the tool will comply with data protection requirements, particularly regarding prohibited data.
3. AI-native tools: New software tools or platforms built primarily around AI functionality require full evaluation through the formal approval process before adoption.

Approval process

Before any new AI tool or feature is adopted, a formal approval process is required involving:

• assessment of the tool's purpose and alignment with permitted use cases;
• evaluation of data privacy and security practices;
• review of vendor terms of service and data processing agreements;
• consideration of potential bias, ethical risks, and impact on Members;
• and approval by ArtsPool management or designated oversight authority. 

Users may request evaluation of new AI tools or features by submitting a proposal to ArtsPool management that describes the tool's intended use, benefits, potential risks, and how it will comply with this policy. Emergency adoption of AI tools may occur only with explicit ArtsPool management approval and must be followed by a formal review within thirty (30) days.

Data management and prohibited data

Member organizations retain full ownership of their data, with ArtsPool acting as a data processor under clear agreements specifying data use, storage, and sharing practices. Members may request access to, correction of, or deletion of their data at any time. 

Data are not shared with third parties without documented Member permission. Certain categories of data are prohibited from use in AI systems without enhanced safeguards and explicit consent, including: 

• highly sensitive personal information such as Social Security numbers, financial account information, security credentials, or non-anonymized health records; 
• confidential communications between ArtsPool and Members regarding sensitive organizational challenges; 
• proprietary artistic or creative content belonging to Member organizations or individual artists; 
• data from minors or vulnerable populations; and 
• any data whose use in AI systems would violate contractual obligations, legal requirements, or ethical standards. 

When permitted data is used in AI systems, it is anonymized whenever possible, encrypted during storage and transmission, and protected through access controls that limit use to authorized personnel.

Interactions with Member organizations

AI tools that interact with Member organizations must be clearly identified as AI-driven systems. All AI-generated recommendations or research, whether related to workforce administration, financial guidance, or program support, must be reviewed and approved by qualified staff before being shared with Members. Members may request information about how AI tools function and how recommendations are developed. Human support remains available to address questions, concerns, or situations that require personalized assistance beyond AI capabilities.

Legal and regulatory compliance

ArtsPool ensures compliance with applicable federal, state, and local laws governing AI use and data protection. At the federal level, the organization aligns with Executive Order 14110 on Safe, Secure, and Trustworthy Development and Use of Artificial Intelligence, which emphasizes safety, privacy, equity, and civil rights protections. 

Regular legal reviews by external legal advisors ensure ongoing compliance. The organization monitors evolving AI regulations and updates policies accordingly to maintain legal compliance and protect Member organizations.

Staff training and support

ArtsPool employees receive support in adhering to responsible and ethical AI use and data protection standards, including formal training sessions, written guidelines, and ongoing support from ArtsPool management. Training and support activities address data privacy, bias prevention, and ethical considerations specific to AI applications in the arts sector.

Ethical risks and safeguards

Potential ethical risks include bias in AI-generated recommendations that could disadvantage certain Member organizations, privacy concerns related to sensitive organizational data, and an over-reliance on automated systems that may not account for the unique contexts of individual arts organizations.

ArtsPool addresses these risks through ongoing monitoring by designated staff. Human oversight ensures that AI recommendations are reviewed for fairness, accuracy, and cultural appropriateness before implementation. The organization remains committed to equity and inclusion, actively working to prevent AI systems from reinforcing existing disparities in the arts sector and local communities.

Member feedback and engagement

ArtsPool gathers feedback from Member organizations through regular surveys, dedicated feedback channels, and Member meetings. Elected Member and employee representatives on the Steering Committee provide oversight of the cooperative, ensuring that the voices of arts organizations and workers shape how AI technology is deployed.

Impact assessments

ArtsPool conducts impact assessments when new tools are introduced and through ongoing monitoring to evaluate the effect of AI tools on Member organizations and internal operations.

Public transparency

ArtsPool shares information about its AI use in order to maintain transparency with Members and stakeholders. The organization's Help Center provides information about AI policies, data practices, and Member rights, and regular updates in our newsletters and communication channels inform Members about new AI tools or policy changes.

Accountability and governance

ArtsPool management and the Steering Committee oversee AI governance to ensure policies are followed and AI tools align with ArtsPool's mission. Final accountability for all AI-driven decisions rests with qualified human staff who review and approve recommendations before they affect Member organizations or ArtsPool operations. Users are responsible for adhering to this policy and ensuring that outputs from AI tools support ArtsPool’s values and mission. When AI tools produce unexpected or concerning results, Users should escalate issues to ArtsPool management for review and resolution.