Poppulo's Legal Terms

Ethical AI at Poppulo

At Poppulo, we believe that Artificial Intelligence (AI) must be used responsibly, transparently, and in ways that strengthen trust with our customers, employees, and partners. AI is a powerful tool that can enhance the experiences we deliver and the services we provide. With this potential also comes responsibility: to safeguard people, respect their rights, and ensure our technology is reliable, fair, and secure.

Our approach to AI is guided by strong ethical principles and underpinned by a mature compliance framework. This includes our AI Policy and AI Acceptable Use Policy, mandatory annual employee training, and oversight by our dedicated AI Committee, which meets no less than monthly to review developments, monitor risks, and advise on responsible innovation. We also conduct AI Assessments on all vendor solutions and our own product offerings, ensuring that every system we rely on or deliver meets high ethical and compliance standards.

1. Our Ethical Principles

  • Human Oversight and Accountability:We design and use AI to augment, not replace, human judgment. Our teams remain accountable for the outcomes of AI-driven processes, and we ensure that meaningful human oversight is embedded into all critical applications.
  • Transparency and Explainability:We commit to transparency in how AI is used across our services. Where customers or end users engage with AI, we make this clear. We also ensure that the reasoning behind AI outputs can be explained in ways that are understandable and actionable.
  • Fairness and Inclusion:We aim to build and use AI that is free from unfair bias. Our development and review processes emphasize data diversity, and we consider outcomes as well as the contemplated use case to address inequities.
  • Privacy and Data Stewardship:Protecting personal data is central to our values. We apply strict safeguards to how data is collected, stored, and used in AI systems, ensuring that information is handled with care and only for its intended purpose.
    For more on Poppulo’s approach to data privacy and compliance, please see our Data Processing Agreement and our Privacy Policy.
  • Safety and Reliability:We continuously test and validate AI-enabled products to ensure they are robust, secure, and dependable. This includes ongoing monitoring, clear documentation of updates, and rapid-response processes if unexpected issues arise.
  • Social and Environmental Responsibility:We are mindful of the broader impact of AI. This means considering not only the benefits our technology brings to our customers but also its wider effects on society and the environment. We are committed to minimizing environmental impact while supporting positive outcomes for people and communities.

2. Internal Use of AI at Poppulo

AI can help our employees work more effectively, but it must be used responsibly.

  • Approved Tools Only:Employees may use only vetted and authorized AI systems.
  • Human Review Required:AI-generated content or recommendations must be reviewed by humans before being shared externally or relied upon in business-critical decisions.
  • Data Protection:Confidential and sensitive information must never be input into unapproved AI tools.
  • Ethical Standards:Employees must not use AI for personal gain or in ways that could cause harm to the company, our customers, or society.

3. AI in Our Products and Services

When we build and license AI-powered features to customers, we hold ourselves to equally high standards:

  • Ethical Design:Features are designed with fairness, transparency, and safety in mind.
  • Customer Control:Customers maintain visibility and choice in how AI is used, including the ability to configure or opt out of AI-driven features when applicable.
  • Data Use:Customer data is not used to train external models without explicit consent.
  • Clear Communication:Supporting documentation explains how AI features function. For more on this, see our AI Supplemental Terms.
  • Ongoing Review:All AI-enabled features undergo regular audits to ensure they continue to meet ethical, compliance, and performance standards.

4. How We Put This into Practice

Our compliance posture is one of the strongest in the industry. Beyond policies and principles, we have established practical structures and safeguards that ensure AI is managed responsibly across our business:

  • AI Committee:Meets at least monthly to review strategy, assess risks, and oversee responsible use.
  • Policies and Training:Our AI Policy and AI Acceptable Use Policy set clear standards, supported by mandatory annual training for all employees.
  • Risk Assessments:Every AI system—whether built into our product offerings or used by our employees—undergoes comprehensive assessment for ethical alignment and compliance.
  • Monitoring and Audits:We maintain ongoing monitoring processes and welcome independent scrutiny of high-impact applications.
  • Engagement and Feedback:We provide our teams and customers with clear channels to raise questions, share feedback, and voice concerns about AI systems.

5. Our Commitment

Poppulo is committed to ensuring that AI is a source of confidence, not concern. By embedding ethical principles into both our internal operations and customer-facing solutions, we safeguard trust while embracing innovation. Our goal is to use AI in ways that empower our customers, protect individuals, and contribute positively to society.

6. Want to dive deeper into our approach?

To learn more about AI at Poppulo, contact our sales team to request a copy of our AI Whitepaper. Learn more about how Poppulo AI is driving innovation for internal communicators here and digital signage network managers here.

Contact us at legalteam@poppulo.com if you have further questions.