Artificial Intelligence (AI) Policy

1. Purpose

This policy explains how Dark Matter uses AI tools in the delivery of services to clients. It aims to ensure transparency, protect confidentiality, and maintain compliance with New Zealand privacy and consumer laws.

2. Scope

This policy applies to:

• All services delivered by Dark Matter that may involve AI-assisted processes.
• All personnel engaged by Dark Matter, including employees, contractors, and approved partners.
• All AI systems used by Dark Matter, including generative AI tools such as ChatGPT, Gemini, and other platforms.

3. How We Use AI

Dark Matter uses AI tools to:

• Draft and refine internal and client communications.
• Check grammar, clarity, and readability.
• Consolidate ideas, concepts, and themes from transcripts and brainstorming sessions.
• Generate examples or storyboards to illustrate ideas.

AI is never used as a substitute for human creativity, expertise, or final decision-making. All outputs are reviewed and approved by a member of our team before being provided to clients.

4. Responsible AI Use

We follow these principles in our use of AI:

• Human oversight: AI supports our work, but final responsibility for all deliverables rests with Dark Matter.
• Accuracy and quality: AI outputs are checked for correctness, fairness, and alignment with client requirements.
• Ethical use: We do not use AI for harmful, discriminatory, or misleading purposes.

5. Client Data and Privacy

• Confidential information is protected. We do not upload client contracts, financials, personal data, or other sensitive information into AI tools.
• Anonymisation: Where AI tools are used with project-specific content (for example, transcripts), identifying details are anonymised first.
• Approved tools only: Dark Matter only uses AI tools that meet our security and compliance standards.
• Privacy compliance: Our AI use aligns with the New Zealand Privacy Act 2020 and other relevant laws (see section 9).

6. Transparency

• We may use AI in background tasks (for example, grammar checks and idea consolidation) without disclosure, as these uses are light-touch and fully reviewed by humans.
• Where AI plays a substantial role in creating content provided to a client, we will disclose this and explain how the content has been reviewed and refined.

7. Intellectual Property

• Intellectual property rights in deliverables created by Dark Matter for clients remain with the client once full payment has been made, as per our Terms of Business.
• AI-generated content used within deliverables is always curated and refined by our team before delivery.
• Dark Matter cannot guarantee that AI outputs are entirely original; however, all content is reviewed to ensure it meets our quality and originality standards.

8. Security and Third-Party Providers

• We only use reputable third-party AI providers.
• Where third-party providers process data, we take steps to ensure compliance with applicable data protection standards.
• Clients can request more information about the AI tools used in their projects by contacting us (see section 11).

9. Legal Compliance

Our AI use complies with the following New Zealand laws and codes:

• Privacy Act 2020: governs collection, use, and disclosure of personal information.
• Human Rights Act 1993: prohibits discrimination and bias.
• Fair Trading Act 1986: prevents misleading or deceptive conduct.
• Consumer Guarantees Act 1993: ensures services are delivered with reasonable care and skill.
• Copyright Act 1994: governs intellectual property rights.

10. Changes to This Policy

We may update this policy from time to time to reflect legal, technological, or operational changes. Updates will be published on our website. Continued use of our services after changes are made will be regarded as acceptance of the updated policy.

11. Contact Us

If you have questions, requests, or complaints about this AI Policy, please contact us:

Dark Matter Limited (t/a Dark Matter)
Level 2, 47 Salisbury Street, Christchurch Central, NZ
hello@darkmatter.nz
+64 21 292 5678