Policy States
This refers to the scope of who SPINS AI policy applies to.
Who are all SPINS team members who use AI Tools in their work for SPINS?
There are four main use cases SPINS employees may use AI tools for to improve productivity- what is one of the four?
What are fact checking, first drafts, editing documents or generating ideas?
During a internal SPINS meeting, someone on a different SPINS team used an AI tool to make a recording of the call. Was this permissible.
What is yes (so long as the tool is vetted and proper notice is provided)?
You need assistance with an excel formula for an ongoing attribute scorecard deliverable. You use AI to generate a new formula. Was it within policy?
What is yes?
Aside from protecting our ownership of SPINS assets, this is SPINS primary concern of protecting when using AI tools.
What is SPINS proprietary data?
SPINS team members can use AI to improve poorly worded paragraphs and sentences. What else can AI quickly and easily help improve?
What are grammatical errors, provide more clarity, and generally increase readability?
A client of SPINS was unhappy with an analysis that was sent. To ensure the response had the right sensitivity and tone, it was run through an AI model. Was this permissible.
What is yes (so long as no proprietary data wasn’t included)?
Canva's Magic Design for Presentations is so easy to use. All that’s required is my topline insights and some brief notes on my client. Provide insight as to why it is or is not within guidelines.
What is this is not permissible because it’s not within the SPINS branding, is using AI with proprietary information not found externally and is not an approved AI tool.
When accessing SPINS proprietary AI tools or SPINS-related AI accounts, this states permissible usage for team members' access both for work and personal use.
What is using SPINS related AI tools & SPINS related accounts strictly for work use and nothing of SPINS related accounts for personal use?
Team members may use an AI Tool to produce a first draft of a document – as long as they review, edit and improve upon the output before finalizing. What types of drafts can be summited for document improvement?
What are memos, routine emails, and presentations (without actual data)?
You find a great 3rd party AI tool that you think could really help your team. This is the first step in getting it approved.
What is submitting an IT application approval request?
One of our largest retailers has requested a 10 year projection for milk sales. AI can help create a longer projection based on the L2 year CAGR with recent, external factors. Why or Why not is this permissible?
What is this is not permissible because it’s providing proprietary information along with blending SPINS sourcing with unknown/unverified data sources we can’t combine per data governance on top of violating AI use cases.
What teams at SPINS are responsible for designating AI tools as approved and if they can be used with proprietary data?
Who are Legal & IT?
Fact checking includes different points in documents team members are producing or reviewing. Name any of the four types of facts these materials could include.
What are materials on demographics, retailers, brands, brokers, and Distributors?
SPINS team members may not put any proprietary data into a general AI tool. This is considered the work around exception to this.
What is substituting “dummy data” for SPINS Data when using a general AI Tool & then manually inserting the SPINS data into the output?
My retailer has asked for a forecasting model in unison with an AI model they have built internally with some of our sales data and attribution. Why or Why not is this permissible?
This is not permissible without a separate agreement in place for this specific tool. This exposes different liabilities to our data and is for a different use case than our standard PI feed.
There are many examples included in SPINS AI policy when it comes to proprietary data, and this is just one of the six outlined.
What is financial information, info about business strategies & products, info about team members, info about retailers, clients, or other 3rd parties we work with that’s not publicly available, proprietary computer code, passwords, tokens, & other confidential info?
AI can assisting in developing ideas to strategies for these specific departments.
What are sales and marketing?
In getting ready for a presentation, you need some help getting speaker notes generated quickly. You throw SPINS most recent “Evolution Of Snacking” deck into ChatGPT. Is this permissible?
What is no (there is proprietary data in that deck that can be grabbed from the visuals)?
One of our largest distributors has requested our collaboration on a joint strategy to get new assortment into our largest RIG retailer. They have been working on this strategy with the retailer for 6+ months before we were asked to join up. SPINS data is mentioned across a lot of our “logo’s” websites - which is now feeding into the AI results. They have used this info to pull additional brands without sales into their recommendations for voids and are now asking for brand contacts since the retailer is already aware that we represent them. Do we provide it?
What is no (this is proprietary information)?