Generative AI Usage Policy

1. Purpose

This policy outlines Huckleberry Way’s (the "Agency") approach to the responsible and compliant use of generative Artificial Intelligence (AI) technologies in all client services— including reputation management, Google Business Profile (GBP) responses and posts, webchat agents, voice AI agents, and other automation tools.

2. Scope

This policy applies to:

• Any AI-powered system, product, or service operated by Huckleberry Way for clients or end users.
• Reputation management, GBP post automation, review reply drafting, and automated prospect engagement (e.g., bots, voice agents).

3. Principles

• ‍Transparency: All users and clients are informed when interacting with AI-enabled features.
• ‍Privacy: All personal information handled by Huckleberry Way is protected under applicable laws (including PIPEDA and privacy regulations) and our published Privacy Policy.
• ‍Consent: For interactive agents or bots, explicit notice and/or opt-in is required before personal data is collected or processed.‍
• Data Minimization: AI models only access the minimal data necessary, and no internal, confidential, or customer/member data is used for model training or tuning except with explicit permission.

4. Data Handling

• We do not use internal or non-public customer/member data, account information, or confidential details for training, tuning, or improvement of any generative AI models.‍
• Public-facing content (e.g., Google Reviews, business information) may be processed by AI systems for real-time draft generation or posting. Such public content is not used to train or tune models, only for immediate service delivery.
• For interactive webchat and voice agents, any conversation or personal data is processed securely for service delivery, not reused or retained for model development unless specifically consented by clients/users.
• All personal data is handled in accordance with Huckleberry Way’s Privacy Policy and client-specific requirements.

5. Review and Oversight

• AI-generated content (e.g., review replies, GBP posts) may be delivered in either “auto-pilot” or “human-in-the-loop” review mode, depending on client preference, service level, and regulatory context.
  • For most general clients, review replies may be posted automatically, monitored by our team.
  • For regulated industries or sensitive use cases (e.g., financial/healthcare), all responses are subject to human review and explicit client approval prior to posting.

• GBP posts are always reviewed by staff and/or client before being published.
• Human-in-the-loop review is available for any client upon request.
• Staff receive regular training in privacy law, sector-specific compliance, and responsible AI practices.

6. Risk Mitigation and Remediation

• If any AI-generated content is found to include errors, sensitive information, or to violate privacy or compliance after posting, it may be promptly edited or removed according to incident response procedures.
• Remediation is documented; clients are notified and corrective action is taken expeditiously.
• Responses on platforms (like Google Business Profile) can be edited post-publication as part of our ongoing compliance protocols.

7. Security

• All AI-driven systems implement security safeguards including secure authentication, access logs, data encryption (as appropriate), and regular audits.
• Data is processed and stored following Canadian data protection law and best practices for information security.

8. Reporting, Questions, and Client Options

• Clients and users may request details about our AI use, opt out of AI-enabled features, or report suspected issues by contacting privacy@huckleberryway.ca or support@huckleberryway.ca.
• Our team cooperates fully with regulatory review and adapts procedures to new laws, client requirements, or technology developments.

9. Policy Review

• This policy is reviewed annually and updated in response to changes in law, regulation, client feedback, or available technology.

Document References:

• Privacy Policy
• Terms of Use

Custom Tier Notice:

Clients operating in regulated sectors (such as financial services, healthcare, education, etc.) automatically receive the “human-in-the-loop” compliant review tier, with final content approval prior to publication.

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