Our AI Policy

ARTIFICIAL INTELLIGENCE AT GO WELL

Go Well Consulting Artificial Intelligence (AI) Policy

Why we have this policy:

Artificial Intelligence (AI) is a rapidly evolving technology that has the potential to improve efficiency and support decision-making in our work. However, the environmental and ethical implications of AI use demand careful consideration. This policy outlines Go Well Consulting’s expectations for responsible and transparent use of AI technologies.

Scope of application:

This policy applies to all full and part-time Go Well Consulting employees and contractors when using AI tools paid for by Go Well Consulting or when undertaking work for Go Well Consulting. It does not include any personal use of AI.
We encourage you to use your own good judgment for personal use of AI.

For our purposes in this policy, we are using the terms “artificial intelligence”, “AI”, and “AI tools” as advised by the Privacy Commissioner, Te Mana Mātāpono Matatapu. These terms are used broadly to cover computer systems where one or more of the following applies:

  • Machine learning systems developed or refined by processing training data.
  • Classifier systems used to put information into categories (e.g. captioning images).
  • Interpreter systems that turn noisy input data into standardised outputs (e.g. deciding what words are present in speech or handwriting).
  • Generative systems used to create text, images, computer code, or something else.
  • Automation where computers take on tasks that people have done up until recently.

Policy

Environmental Impact

AI models, particularly large language models and image generators, are water and energyintensive to operate. To reduce our digital energy footprint and therefore carbon footprint we will:

  • Use AI tools selectively, not habitually or unnecessarily.
  • Use detailed and well thought out prompts to reduce the need for revisions and reuse.
  • Avoid using AI to generate high volumes of content that will not be actively used or edited.

We will continue to monitor available research on the environmental impacts of AI and may change this policy at any time.

Purposeful Use

Due to the environmental demands, particularly on water and energy usage (and therefore energy generation), AI use must be well considered. We encourage the use of AI tools where they can clearly enhance productivity, support innovation, reduce workload, or improve the quality of work or services we provide. AI tools should not replace meaningful client engagement or creative content development but may be used to complement and support these activities. Nor should AI be used for meaningless tasks that cannot be shown to add value to the business or to our clients.

Before using AI, you must always:

  • Ensure the tool has been cleared for use by a Director.
  • When applicable, consider all relevant client requests in relation to AI use.
  • Consider whether it will add value to your work.
  • Ensure it aligns with our values, especially in terms of quality, integrity, and impact.
  • Consider whether a human-led approach would achieve the same or better outcome.
  • Consider the environmental impacts of its use.
  • Be clear on the purpose of its use and the outcome you are wanting.

Responsibility for Use

Any content, whether for internal or external use, must be carefully reviewed and edited for accuracy and relevance. The user of AI will be held responsible for the content produced.

After using AI, you must always:

  • Thoroughly review the content produced.
  • Consider what data and information the AI tool was trained on and the implication that has on the content produced.
  • Ensure any sources or citations of information are correct and reputable.
  • Consider the implications/influence of the ownership and governance of the particular AI used on the content produced.
  • Be transparent of its use (see Transparency and Ethics below).

Transparency and Ethics

Transparency and authenticity are core values of Go Well Consulting. If AI has been used in the development of a deliverable for internal use, this must be openly disclosed to other team members. Any AI-generated content used for external purposes, other than social media posts or similar, must include an AI disclosure statement to notify the reader(s) of how AI was used (see bottom of this document for an example). For clarity this includes all reports, policies, statements, blogs, strategies, research projects and the like.

We do not permit the use of AI tools to:

  • Create false or misleading content.
  • Be used for any illegal purposes.
  • Access or input sensitive, confidential, or client-specific information unless the platform is securely hosted and approved by the Directors and the client in question.
  • Replace human judgment in areas requiring discretion, empathy, or cultural understanding.

Data Security

he security of all AI tools must be reviewed and cleared by Directors before any use. In the instance where an AI tool is used in conjunction with data relating to a Go Well client or partner, written clearance from the relevant person/organisation must be obtained Go Well Consulting AI Policy Page 3 before proceeding. No personal information of any individual should be entered into an AI tool.

Culturally Respectful

In instances where AI is being used in relation to a Go Well client or partner, a conversation must be had with the relevant person to understand any cultural considerations of that organisation, or any of its people, towards AI.

Continuous Learning

Team members are required to build and maintain an awareness of AI’s benefits, risks, and sustainability considerations. Go Well will provide opportunities to discuss and upskill on the responsible use of digital tools, including AI.

Version Control

Version 1: Policy Created
Approved by Nick Morrison & Vanessa Thompson
Last Review: 29/05/2025
Next Review: 29/05/2026

AI Disclaimer

AI was used to create the first draft of this policy.

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