WEP AI Policy - 2026
This content was developed in collaboration with Copilot to support clarity and consistency.
Introduction to WEP’s AI Policy
Artificial Intelligence is becoming part of our everyday work — from writing emails to supporting student services. At WEP, we believe AI should be used with care, clarity, and purpose.
This policy is built on five key principles:
- Human oversight — AI supports decisions, but doesn’t replace people.
- Data protection — Sensitive data must be handled securely and lawfully.
- Transparency — Users should know when AI is involved.
- Tool approval — Only vetted tools should be used for work.
- Risk management — High-impact AI needs extra safeguards.
These principles reflect WEP’s core values: empathy, teamwork, entrepreneurial spirit, and a passion for quality. As a B Corp, we’re committed to ethical innovation — using AI in ways that are inclusive, transparent, and aligned with our mission to connect people across cultures.
Glossary
- AI Tool: Software that uses artificial intelligence to assist with tasks or generate content.
- Approved AI Tool: AI tool reviewed and authorized by IT and Legal.
- Confidential Data: Sensitive company or personal information requiring protection.
- Human-in-the-loop: Operational model where AI assists but does not replace human decision-making.
- SSO (Single Sign-On): Centralized authentication system for secure access to AI tools.
1. Foundational Guidelines for AI Usage
1.1 AI Tool Usage and Compliance
Only tools reviewed and approved by Digital Support may be used for work-related activities. Before using any AI-powered application, plugin, or external API, employees should request an evaluation.
Using unapproved tools—especially public or free platforms—can unintentionally expose sensitive data or violate regulations.
- ✅ Correct: A team requests approval for an AI-based recommendation engine before integration.
- ❌ Incorrect: A developer directly connects an external AI API to a company system without prior review.
1.2 Data Protection and Confidentiality
Protecting personal and company-sensitive data is a top priority.
| ⚠️ Sensitive Data – Use Only with Approved AI Tools |
|---|
| Customer data: names, emails, phone numbers, addresses, purchase history |
| Employee records: CVs, contracts, and performance reviews |
| Legal documents: Contracts, NDAs, compliance reports |
| Financial reports: Forecasts, budgets, and pricing models |
| Internal strategy: Business plans and roadmaps |
| Exports: Data from OMGT, Zoho or other internal systems |
1.3 AI-Generated Content Review and Validation
AI is a support tool - not a substitute for human judgment. Final responsibility always lies with the employee or team using the content.
- ✅ Verify facts, numbers, and brand alignment.
- ✅ Indicate when content is AI-assisted.
- ❌ Never share AI-generated reports externally without a human-in-the-loop review.
1.4 Intellectual Property and Copyright
Created content must follow WEP’s brand identity and respect copyright laws. AI models may unintentionally replicate copyrighted material. Ensure commercial licensing is available for the tool used.
1.5 AI in Student Communications
AI must not replace Sales Advisors or Student Managers in key moments.
- Students must always know when they’re interacting with an AI assistant.
- AI must not make decisions (e.g., refunds, travel updates) without human validation.
2. AI Use Cases and Tool Features
2.1 Approved vs Forbidden AI Tool Features
| Feature Category | ✅ Approved Tools | ❌ Forbidden Tools |
|---|---|---|
| Data Handling | GDPR compliant; EU-based hosting | Store inputs for training; non-GDPR |
| Licensing | Commercial licensing included | Unlicensed datasets; copyright risk |
| Access | SSO & Role-Based Access (RBAC) | No access control or traceability |
| Human Oversight | Human-in-the-loop validation | Autonomous decision-making |
3. AI Governance Process
- Proposal: Team submits a request via ticket to Digital Support.
- Review: Technical (IT) and Legal assessment.
- Outcome: Approved, Approved with Restrictions, or Not Approved.
- Rollout: Tool added to the Approved AI Tool List.
Annex A - Approved AI Tool List
| Tool Name | Provider | Authorized Plans | Use Cases | Status |
|---|---|---|---|---|
| Copilot M365 | Microsoft | Enterprise | Text gen, summarization, meeting prep | ✅ Approved |
| Monica AI | Butterfly Effect | TBD | Evaluation in progress (CLS Spain) | ⏳ Under Review |
| ChatGPT | OpenAI | TBC (Paid) | Evaluation in progress (Marketing) | ⏳ Under Review |
— The Digital Support Team