AI Usage Policy

1Purpose

This policy explains how Equifruit staff should use AI tools in a way that protects company data, respects our partners and customers, reflects our values around fairness and sustainability, and keeps work and personal use clearly separated.

As an organization committed to ethical trade and environmental stewardship, we recognize that our approach to AI must be consistent with those same values. This policy therefore goes beyond data security to also address the social and environmental implications of the AI tools we adopt.

2Our Values and AI

Equifruit exists to promote fairness in global trade and to protect the communities and ecosystems that sustain our supply chains. Our use of AI should strengthen—not undermine—these commitments. We adopt AI tools thoughtfully, with attention to:

• Fairness: AI should support equitable outcomes for our partners, suppliers, and customers. We do not use AI in ways that could introduce or amplify bias in our decision-making.
• Transparency: When AI is used to generate content or support decisions, we are honest about its role. We do not present AI-generated work as human-authored without disclosure where it matters.
• Environmental responsibility: We are mindful that AI systems consume significant energy and water resources. We choose tools and usage patterns that minimize unnecessary computational waste.
• Human dignity: AI is a tool to augment our team's capabilities, not to replace the human judgment, creativity, and relationships that define Equifruit's culture.

3Core Principle

Keeping this boundary clear helps us avoid accidental data leaks and ensures that Equifruit information is handled under appropriate security and privacy standards.

4Approved Tools

4.1 Work Use (Equifruit Tasks)

Primary tool: ChatGPT Business (Equifruit's official account).

Use ChatGPT Business for:

• Drafting internal documents, emails, and presentations.
• Brainstorming marketing content, copy, and campaign ideas (in line with other Equifruit policies).
• Summarizing reports, notes, and meeting minutes.
• Assisting with research and day-to-day knowledge work.

4.2 Personal Use (Non-Equifruit Activity)

Recommended options for personal, non-work use:

• Microsoft Copilot (recommended default for personal use).
• Other personal tools such as Google Gemini, Claude, etc.

You may choose any reputable AI assistant for personal use, as long as:

• You do not input Equifruit documents, customer data, internal strategy, financials, or any other confidential information.
• You keep personal accounts completely separate from Equifruit work.

5If You Prefer to Stay Inside ChatGPT

If you prefer not to switch tools and want to stay in the ChatGPT ecosystem:

• For personal use: Use your own personal device with your own personal ChatGPT account. Do not use the Equifruit ChatGPT Business account for any personal activity.
• For work use: Continue to use only the Equifruit ChatGPT Business account for any task involving Equifruit information.

This separation ensures that no Equifruit content is ever entered into your personal account, and no personal activity is conducted on the Business account.

6Practical Do's and Don'ts

7Environmental & Social Responsibility

AI systems require substantial energy to train and operate. As a company that takes sustainability seriously, we ask our team to use AI responsibly:

7.1 Reduce Unnecessary Usage

• Avoid running the same query multiple times when a single, well-crafted prompt would suffice.
• Use AI for tasks where it genuinely adds value, not as a default for everything.
• When possible, prefer lighter AI tasks (text generation, summarization) over computationally heavy ones (large-scale image generation, repeated data processing loops).

7.2 Choose Tools Thoughtfully

• Equifruit will periodically review the environmental practices of AI vendors we use, including their energy sourcing and carbon offset commitments.
• When equivalent tools exist, we will favor those with stronger environmental track records.

7.3 Social Awareness

• Be aware that AI models can reflect biases present in their training data. Review AI outputs critically, especially when they involve people, communities, or sensitive topics.
• Never use AI tools to generate content that could misrepresent our partners, farming communities, or supply chain stakeholders.
• Remember that behind every data point in our supply chain are real people and real communities whose dignity we are committed to protecting.

8AI Literacy & Continuous Learning

Equifruit is committed to building AI fluency across the organization. This includes:

• Biweekly AI sessions: Standing sessions where the team receives updates on AI developments and can ask questions or get support.
• Mini-project assignments: Practical exercises designed to build confidence and help each team member explore how AI can support their specific role.
• Open dialogue: We encourage questions, experimentation, and honest conversations about what works and what doesn't. There are no silly questions when it comes to learning new tools.

9Questions & Support

If you are unsure whether a specific use is allowed, or you need help setting up or using these tools:

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