Introduction

The Academy World Ltd ("The Academy," "we," "us," or "our") recognises the transformative potential of Artificial Intelligence (AI) in modern business and education. We are committed to leveraging AI tools to enhance our services and operations while upholding the highest ethical and legal standards. This policy outlines the guidelines and requirements for the responsible and secure use of AI tools within The Academy.

Purpose

This policy aims to:

1. Ensure the responsible, ethical, and lawful use of AI tools within The Academy, in compliance with applicable international, national, and regional laws and regulations.

2. Safeguard the confidentiality, integrity, and availability of company, client, and employee data, adhering to global data protection and privacy standards.

3. Mitigate risks associated with AI use, such as bias, discrimination, errors, and unintended consequences, through robust risk management and ethical AI practices.

4. Protect The Academy's intellectual property rights and interests on a global scale, ensuring proper ownership and usage of AI-generated content.

5. Comply with all relevant laws and regulations governing the use of AI and data protection, both in the UK and in any jurisdiction where we operate or offer our services.

Scope

This policy applies to all AI tools used within The Academy, including but not limited to machine learning algorithms, natural language processing tools, automation software, and any other AI-powered systems or applications.

Guiding Principles

The following principles will guide our use of AI tools:

• Lawfulness, Fairness, and Transparency: We will use AI tools only for lawful purposes and fairly and transparently, ensuring that our use of AI does not discriminate against any individual or group.

• Accuracy: We will take reasonable steps to ensure the accuracy of personal data used in AI systems. We will correct any inaccurate data as soon as possible.

• Accountability: We will be accountable for our use of AI tools and will ensure that we have appropriate mechanisms in place to address any concerns or complaints.

• Human Oversight and Control: We will maintain human oversight and control over AI systems, ensuring that critical decisions are not solely automated.

• We are committed to identifying and mitigating biases in AI systems to ensure fair and equitable outcomes for all individuals and groups. This involves regular audits of our AI systems, including the data they use and the algorithms they employ. If biases are identified, we will take immediate steps to address them, such as adjusting the training data or modifying the algorithms.

Specific Use Cases

At The Academy, we utilise AI tools to:

• Enhance the Learning Experience: Personalised learning paths, automated feedback, intelligent tutoring, plagiarism detection.

• Streamline Operations: Chatbots for customer support, process automation for administrative tasks, and data analysis for decision-making.

• Optimise Marketing Efforts: Personalised course recommendations, targeted advertising, and content generation which includes video, images, PDF and other training material.

Intellectual Property and Copyright

• The Academy owns all intellectual property rights to our content. Any AI tools that have been used have been used to assist the creator.

• Employees may use AI-generated content for internal purposes only and must obtain written permission from the DPO before using it for any external purpose.

• The Academy will comply with all applicable copyright laws when using or distributing AI-generated content.

Data and Privacy

• We collect and process personal data strictly following the UK GDPR and our internal data protection policies.

• We will obtain explicit consent before collecting or processing personal data for AI purposes, except where processing is necessary for the performance of a contract or to comply with a legal obligation.

• We will implement appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, or destruction.

• We will only use personal data for the specific purposes for which it was collected and will not retain it longer than necessary.

Transparency and Explainability

• We will clearly communicate to users when they are interacting with an AI system.

• We are committed to providing clear and understandable explanations for AI systems' decisions when those decisions have legal or similarly significant effects on individuals, fostering a sense of trust and confidence in our AI practices.

• The Data Protection Officer is responsible for ensuring transparency and explainability in our use of AI. They are responsible for overseeing the implementation of this policy, addressing any concerns or complaints related to AI tool usage, and ensuring that all AI activities are in compliance with relevant data protection laws and regulations.

Training and Awareness

• All employees will receive mandatory training on AI tools' responsible and ethical use.

• Training will cover data protection principles, bias mitigation strategies, AI's potential risks and benefits, and The Academy's specific AI usage guidelines.

Continuous Monitoring and Improvement

• We will regularly monitor and evaluate the performance and impact of our AI systems to ensure they are functioning as intended and meeting ethical standards.

• We have established a robust process for ongoing review and improvement of our AI systems, including procedures for updating models and algorithms to address any identified biases or inaccuracies, ensuring the security and reliability of our AI practices.

• We welcome feedback from employees and users to help us continuously improve our AI practices.

Employee Responsibilities

All employees are responsible for:

• Each employee plays a crucial role in adhering to this policy and all relevant data protection laws and regulations, thereby contributing significantly to the responsible and ethical use of AI tools within The Academy.

• Promptly report any concerns about using AI tools to the Data Protection Officer.

• We actively participate in training and awareness programs on AI ethics and data protection.

• It is using AI tools to uphold the reputation and integrity of The Academy World.

Disclaimer

While our platform leverages AI to personalise your learning journey, the heart of The Academy lies in the expertise and passion of our human instructors and mentors. Our courses are infused with their real-world insights and practical experience, ensuring you gain actionable knowledge that drives real results.

Review and Updates

This policy will be reviewed and updated regularly to reflect changes in technology, regulations, and our business practices.

Contact

If you have any questions or concerns about this policy, please contact our Data Protection Officer at support@theacademy.world.