Updated: 2025-12-23, version: 1.6
Digitalist’s AI Policy frames AI as a “colleague” that augments people rather than replacing them, and aims to make AI a safe, everyday part of work and client delivery.
It applies to all employees and subcontractors, and covers any AI tool used at Digitalist, including both approved (trusted) and non-approved (untrusted) services, as well as AI systems delivered to clients.
The policy’s purpose is to ensure AI is used and provided responsibly, transparently, and in compliance with privacy and other applicable requirements. It sets clear guiding objectives such as transparency, privacy and data protection, fairness and non-discrimination, accountability, and a human-centric approach.
It requires structured risk management through impact assessments, risk classification, mitigation planning, and documentation, with stricter controls and approvals for higher-risk systems.
It lists data that must never be shared with AI tools (for example personally identifiable information, sensitive personal data, confidential communications, copyrighted material, and harmful or non-consensual data), and describes anonymization techniques for safer use.
Exceptions are only allowed for trusted services under strict conditions (including explicit authorization, legal compliance, safeguards, and agreements), and require consultation with relevant roles before proceeding.
The policy includes implementation measures such as training and awareness, privacy by design, ongoing monitoring, stakeholder engagement, and maintaining an inventory of AI resources and assets.
It defines leadership responsibilities, a formal exception management process, and reporting and escalation expectations for suspected violations or concerns.
Digitalist’s overall strategy regarding AI: We see AI as a tool that helps people, not as a replacement for them. We believe that employees with AI proficiency will outpace those without it, so we’ll provide the support and tools that enable us to integrate AI into our daily work and make us all feel comfortable working with these tools every day.
By treating AI as a colleague, we can speed up routine tasks, focus more on meaningful projects and stay ready for whatever comes next. This approach will help us deliver better results to our clients and create an engaging environment where everyone can learn and stay curious.
We also predict AI as a part of most things we will deliver for our clients; dedicated AI-systems, applications with AI-support or just services where AI has been used to produce the deliverables.
After many years of following the development of AI and machine learning and witnessing the advent of generative AI, we decided at the beginning of 2023 to incorporate AI into our operations, to actively pursue its implementation, to learn more about its capabilities and to truly start leveraging AI in our business.
At Digitalist Open Tech, we use AI as a working tool for our everyday job-related tasks. We also build specific AI services for internal use as well as for our clients.
We know that both we as employees and our clients are affected by how we build AI services and how we use them and in the long run - society as a whole.