IMPACT 100 Pensacola Bay Area AI Policy

1. PURPOSE:  
This policy establishes how the organization governs the use of artificial intelligence (AI) to ensure it is responsible, ethical, and secure while enabling innovation and organizational value. AI is treated as a strategic capability that requires appropriate oversight. 

2. SCOPE CLARIFICATION: 

BOARD USAGE:
The IMPACT 100 Pensacola Bay Area Board of Directors may use an AI tool for summarizing non-sensitive content with human review. Any expansion beyond this scope requires additional review. 

MEMBERS REQUIRED TO REFRAIN FROM USAGE:

The IMPACT 100 Pensacola Bay Area Board of Directors provides instruction and training to the IMPACT 100 Pensacola Bay Area Members, requiring that they refrain from using any AI platform to review, analyze or summarize nonprofit grant application information when vetting the grants in Focus Area Committees. This protects against the unintended leak of confidential data, guards against AI-generated misinformation, and protects the integrity of IMPACT 100’s processes.   

3. GOVERNANCE PRINCIPLES:  

Members are required to refrain from AI usage. All Board of Directors’ AI use should align with the following principles: 

  • AI is strictly used for summarization and drafting support. All outputs are drafts only. 
  • The IMPACT 100 Pensacola Bay Area Board remains responsible for reviewing, correcting, and approving all content. AI-generated summaries are checked for errors, omissions, and misleading phrasing before distribution.
  • Sensitive or confidential information is not entered into the AI tool.
  • Approved tools must meet organizational security requirements. 

Frequently Asked Questions

How is the IMPACT 100 Pensacola Bay Area’s Board of Directors using AI tools in reviewing grant applications? 


We use a paid, private artificial intelligence platform as a tool for summarizing the Project Narrative and Organization History of grant applications for our members’ use. All AI-assisted summaries are carefully reviewed by our Board for accuracy. The IMPACT 100 Pensacola Bay Area Board of Directors does not enter nonprofit names, addresses, clients served, financial data, board information, or any other sensitive details into the AI tool. 
 
Is my nonprofit data safe with IMPACT 100 Pensacola Bay Area’s use of AI? 

The IMPACT 100 Pensacola Bay Area Board of Directors is committed to safeguarding all nonprofit data to the extent possible. The Board utilizes an approved trusted AI platform that adheres to robust privacy and data protection standards. Sensitive or confidential information is not shared with, nor processed by artificial intelligence systems. Furthermore, Members are informed of the Member AI Usage Policy, and individuals serving on Focus Area Committees are required to sign a confidentiality agreement affirming their compliance with these requirements. 

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