AI Usage & Data Privacy Policy

Purpose: To ensure responsible use of AI tools while protecting client confidentiality.

Prohibited Data

• No Protected Health Information (PHI) or Personally Identifiable Information (PII) may ever be entered into public AI tools (including but not limited to ChatGPT, Gemini, Claude, etc.).
• This includes names, addresses, phone numbers, medical records, or any data that could be used to identify an individual.

Allowed Use

• General business queries, workflow assistance, and code generation that do not involve client‑specific data.
• Summaries or anonymized data that cannot be traced back to a patient or client.

"Friction Log" Habit

• Whenever you feel uncertain about whether a piece of information is permissible, log the question in the Friction Log (a shared, private doc).
• The log is reviewed weekly by the compliance officer who will provide guidance or permission.
• This habit creates a safety net and reinforces a culture of caution.

Enforcement

• Violations will be addressed according to our compliance policy and may result in disciplinary action.

Last reviewed: September 2026