VIVA USA INC Enterprise AI Usage Policy

This VIVA USA INC’s Enterprise AI Usage Policy establishes the principles, responsibilities, and guidelines governing the use of Artificial Intelligence (AI) technologies within VIVA USA INC. It aims to ensure AI systems are used ethically, securely, transparently, and in compliance with applicable laws and regulations.

1. Scope and Applicability

This policy applies to all employees, contractors, consultants, vendors, and other third parties who develop, deploy, manage, or use AI technologies on behalf of VIVA USA INC. It covers AI systems built internally or procured from external providers.

2. AI Governance Principles

VIVA USA INC is committed to the following principles for AI usage:

• Ethical Use: AI shall be used in ways that respect human rights and dignity.
• Transparency: AI decision-making processes must be explainable and auditable.
• Accountability: Roles and responsibilities for AI oversight must be clearly assigned.
• Security & Privacy: AI systems must protect data confidentiality, integrity, and availability.
• Compliance: All AI activities must adhere to applicable laws, industry regulations, and internal policies.

3. Acceptable Use of AI

Employees may use AI systems to enhance productivity, decision-making, and innovation, provided they:

• Use AI tools approved by VIVA USA INC.
• Verify AI-generated outputs before use in critical business decisions.
• Avoid entering confidential or sensitive information into unsecured AI systems.
• Adhere to data protection and intellectual property guidelines.

4. Prohibited Use of AI

The following AI uses are strictly prohibited:

• Discriminatory or biased decision-making.
• Autonomous decision-making without human oversight in high-risk areas.
• Use of AI for malicious, fraudulent, or unlawful purposes.
• Ingestion of confidential company data into public AI models without authorization.

5. Data Management in AI Systems

All AI systems must follow VIVA USA INC’s data governance policies:

• Only authorized datasets may be used for training AI models.
• Data must be anonymized or pseudonymized where required.
• Data retention and deletion must comply with legal and contractual obligations.

6. Security Measures

AI systems must incorporate security best practices, including:

• Regular vulnerability assessments and penetration testing.
• Access controls and authentication mechanisms.
• Monitoring for adversarial attacks and malicious AI usage.

7. Compliance and Auditing

VIVA USA INC will periodically audit AI systems to ensure:

• Compliance with this policy.
• Detection and mitigation of biases.
• Documentation of AI models, datasets, and decision-making processes.

8. Roles and Responsibilities

• AI Governance Committee: Oversees AI strategy, compliance, and risk management.
• Data Protection Officer: Ensures AI systems meet data privacy requirements.
• AI Developers: Build and maintain AI systems according to best practices.
• End Users: Follow this policy and report misuse or malfunctions.

9. Training and Awareness

All employees using AI tools must complete mandatory training on:

• Ethical AI usage.
• Data privacy and security.
• Identifying and reporting AI misuse.

10. Policy Violations

Violations of this policy may result in disciplinary action, including termination of employment, legal action, or other remedies deemed appropriate by VIVA USA INC.

11. Policy Review and Updates

This policy will be reviewed annually or as required by technological, legal, or organizational changes. Updates will be communicated to all the stakeholders.