Index

Purpose & Scope

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This policy is for everyone at SettleMint.

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This policy applies to all SettleMint’s employees, officers, consultants, self-employed, contractors, agency workers and interns, and ensures we are all using AI responsibly and lawfully.

This policy gives us a shared way of working with these tools, so they’re always used safely, fairly, and in ways that genuinely help us; at SettleMint, this means we’re all on the same page about when and how AI fits into our work.

1. Handling Inputs, Company Data, and AI Outputs

1. Preparing Inputs for AI Tools

Before entering any information into any AI tools (such as OpenAI, Dia, Granola or any others), follow these rules:

🔒 Never include sensitive content such as:

• Passwords, API keys, access tokens, or encryption keys
• Financial results or projections not yet approved for external release
• Confidential customer information or contract details
• Special-category personal data (e.g. health, political views, ethnicity)

✅ When personal or company data must be used:

• Use anonymised or synthetic data where possible (e.g. fake names or scrubbed examples)
• Remove irrelevant details or reduce to the minimum required
• Use company-managed AI accounts (ChatGPT business)

2. Uploading or Processing Files Through AI Tools

If you are processing a file (e.g., uploading a document, spreadsheet, or dataset to an AI interface):