top of page

AI Usage Policy for Investigations and Reviews

Last updated: October 29, 2024

 

1. Introduction

Ethical Associates Inc. is committed to delivering efficient and high-quality workplace investigations. As part of our practice, we use generative artificial intelligence (AI) tools to assist in drafting some content, such as compiling documentary evidence and preparing evidence summaries based on participant interviews. However, we adhere strictly to professional guidelines and ensure that human oversight remains central to all of our judgment-based processes.

 

2. Compliance with Professional Standards

We comply with the Law Society of Ontario’s guidelines on the responsible use of generative AI, which include the following principles:

  • Competence: We ensure that our legal professionals maintain technological competence and understand the benefits and limitations of AI tools used in our investigations.

  • Confidentiality: We take steps to ensure that confidential or privileged information is protected. Information inputted into AI systems is anonymized where possible, and sensitive data is not shared with AI platforms that do not provide appropriate privacy safeguards.

  • Supervision and Delegation: AI tools are used as an aid and not as a replacement for human legal judgment. All content generated by AI is reviewed, verified, and approved by trained legal professionals before it is used in our reports or communications.

  • Disclosure to Clients: We inform clients when AI tools are used during their investigations, particularly if the use of AI could have any material effect on the investigation’s outcomes or costs. This ensures transparency and allows clients to make informed decisions.

 

3. Scope of AI Usage

Our firm uses generative AI for the following specific tasks:

  • Compiling and summarizing complaint intake notes

  • Drafting initial statements of allegations and particulars for review and approval by the complainant

  • Organizing and summarizing interview transcripts and documentary evidence provided by the client or participants

  • Identifying main themes in dispute and preparing initial content summaries for review and analysis by the investigator

 

AI is not used for tasks that require human judgment, such as making findings of fact, analyzing evidence, or determining investigation outcomes. These tasks are always completed by qualified legal professionals.

 

4. Private Subscription and Data Protection

The generative AI platform our firm uses operates under a private subscription model. All data uploaded to the platform is protected under a non-disclosure agreement (NDA) with the AI provider, ensuring that participant information is handled securely. More importantly, any data uploaded to the platform is anonymized and is not used to train the AI model or for any other purposes outside of our direct use. This further safeguards client confidentiality and ensures compliance with our professional obligations.

 

5. Risk Mitigation and Human Oversight

To mitigate risks such as bias, inaccuracy, or the generation of fabricated content by AI, our firm follows these practices:

  • All AI-generated outputs are subject to thorough human review to ensure accuracy, relevance, and adherence to legal standards.

  • We continuously assess the reliability and security of the AI tools we use and update our practices as necessary to comply with evolving regulations and industry best practices.

 

6. Data Security and Privacy

We ensure that the AI tools we use comply with data protection standards. We perform due diligence to confirm that our chosen AI providers implement secure data handling, storage, and privacy practices, as per our professional obligations. If sensitive information must be input into an AI system, it is done with appropriate security measures and, where necessary, the client’s informed consent.

 

7. Training and Continuing Education

Our legal professionals undergo regular training to ensure they remain competent in the use of generative AI. This includes understanding the ethical and practical implications of AI usage, as well as staying informed about developments in AI technology and relevant legal obligations.

 

8. Conclusion

Our firm embraces innovation in legal services while ensuring that the use of AI is conducted responsibly and transparently. We maintain rigorous human oversight to protect the interests of our clients and participants in our investigation processes, and we adhere to the ethical standards set forth by the Law Society of Ontario and other Canadian jurisdictions.

 

Contact Us

If you have any questions about this AI Usage Policy for Investigations and Reviews, you can contact us:

By email: share@ethicalassociates.com
By visiting this page on our website: Contact

bottom of page