AI Collaboration Policy
Standards, boundaries, and ethical guidelines for responsible AI use across all Company Chicago Inc. professional operations.
Purpose & Principles
This policy establishes clear, practical guidelines for how Company Chicago Inc. uses artificial intelligence tools in its professional operations. It exists to protect our clients, maintain work quality, and ensure every team member understands expectations around AI-assisted work.
Core Priorities (Ranked)
When evaluating any AI use decision, apply these priorities in order:
- Speed & efficiency gains — AI should meaningfully accelerate delivery timelines and reduce manual toil.
- Output quality & accuracy — AI-assisted work must meet the same standard as fully manual work.
- Cost savings — AI should reduce operational costs without compromising the first two priorities.
- Client trust & transparency — Clients are always informed about AI involvement; no exceptions.
Scope
This policy applies to all professional work performed under the Company Chicago Inc. name, including work by employees, contractors, and freelancers. It covers all AI tools used in the course of business — including but not limited to Claude, ChatGPT, Midjourney, GitHub Copilot, and any future tools adopted by the team.
This is an internal policy. It is not shared directly with clients but informs how we communicate with clients about our processes. See Section 8: Disclosure for client-facing language.
Acceptable Use Standards
AI tools are approved for use in the following work categories. Each category has its own review requirements, detailed in Section 5: Quality Control.
| Work Category | Approved Uses | Review Tier |
|---|---|---|
| Code Generation | WordPress theme/plugin development, WooCommerce customization, PHP/JS/CSS scaffolding, debugging assistance, code refactoring | Critical |
| Content Writing | Client website copy, blog posts, product descriptions, SEO content, marketing materials | Critical |
| Data Processing | CSV transformation, product catalog management, web scraping scripts, bulk data cleanup, SKU/image matching | Standard |
| Client Communications | Email drafts, proposals, project updates, onboarding materials | Critical |
| Image & Video Generation | Concept mockups, placeholder visuals, social media graphics, video editing assistance | Standard |
| Internal Operations | Documentation, process templates, internal tooling scripts, research summaries | Routine |
Data & Information Boundaries
Protecting client and business data is non-negotiable. The following rules apply to every AI interaction, regardless of the tool being used.
Client credentials and API keys — including but not limited to hosting passwords, CMS admin credentials, payment gateway keys, third-party API tokens, SSH keys, and database connection strings. There are no exceptions to this rule. If a task requires credentials, perform that step manually.
Permitted Data Categories
The following types of data may be shared with AI tools in the course of normal work, provided they do not contain embedded credentials:
- Public product catalog data (SKUs, descriptions, pricing already visible on websites)
- General client business information shared with us for project purposes
- Customer data in aggregate or anonymized form for analysis
- Internal business metrics and financial information
- Code snippets and configuration files (with credentials removed)
Sanitization Requirement
Before pasting any configuration file, environment variable, code snippet, or database export into an AI tool, scan it for credentials, tokens, and keys. When in doubt, redact first and ask later.
Quality Control Framework
AI-assisted work must meet the same quality bar as fully manual work. The review process scales with risk: critical deliverables get full human review, routine internal work can be trusted with lighter oversight.
| Tier | Applies To | Required Actions |
|---|---|---|
| Critical | Client-facing code, published content, client emails & proposals | Full manual review before delivery. Test all code in staging. Proofread all copy. Verify all facts, links, and data points. |
| Standard | Data processing scripts, image generation, internal tools with external impact | Spot-check outputs against source data. Validate a representative sample. Review logic for edge cases. |
| Routine | Internal documentation, research, process notes, personal productivity | Quick read-through for accuracy. No formal review process required. |
If a client will see it, touch it, or be affected by it — it’s Critical. If it powers something a client will see — it’s Standard. Everything else is Routine.
Ethical Guidelines
The following ethical considerations are specifically relevant to Company Chicago Inc.’s web development and e-commerce work.
Copyright & Ownership
AI-generated code and content delivered to clients becomes part of the project deliverable and is subject to the same ownership terms as manually created work. Team members should be aware that AI-generated content may not be eligible for copyright protection in all jurisdictions. When AI generates code, we are responsible for ensuring it does not infringe on existing copyrights or licenses — treat AI output the same way you would treat code found on Stack Overflow: review it, understand it, adapt it, own it.
Product Data Accuracy
For e-commerce catalog work — particularly our machining tools inventory — AI-generated or AI-processed product descriptions, specifications, and technical data must be verified against manufacturer source material. Inaccurate specs on industrial tooling can cause real harm. Never publish AI-generated technical specifications without cross-referencing the manufacturer’s official data.
Client Expectations
Clients hire Company Chicago Inc. for our expertise, judgment, and craft. AI amplifies our capabilities but does not replace them. Every deliverable must reflect genuine human expertise and decision-making. If a client is paying for custom strategy, creative direction, or specialized knowledge, the AI should assist the thinking — not substitute for it.
Stakeholder Considerations
When making decisions about AI use, always consider the impact on our clients — the primary stakeholders in every engagement.
Client Perspective
Ask these questions before using AI on any client project:
- Expectations: Does the client understand and accept that AI tools may be part of our workflow? Have we communicated this clearly?
- Value: Is the client receiving the same (or better) quality they would receive without AI assistance? Are we passing efficiency gains along as faster delivery or better pricing?
- Trust: Would the client be comfortable seeing exactly how this deliverable was produced? If the answer is no, reassess the approach.
- Data: Is the client’s proprietary information being handled with appropriate care in our AI interactions?
Disclosure & Transparency
Company Chicago Inc. maintains a policy of always disclosing AI involvement to clients. This applies across all deliverable types and all engagement stages.
When to Disclose
- Project kickoff: Inform clients during onboarding that AI tools are part of our standard workflow.
- Proposals & contracts: Include our standard AI disclosure statement (see templates below).
- Deliverables: Note AI assistance in project documentation or handoff notes when AI played a significant role.
- Upon request: Provide additional detail about specific AI usage whenever a client asks.
When More Detailed Disclosure Is Appropriate
Go beyond the standard statement in these situations:
- AI-generated content makes up the majority of a deliverable (e.g., bulk product descriptions)
- AI-generated images or video are included in client deliverables
- The client operates in an industry with specific AI disclosure regulations
- The client has explicitly asked about AI use in previous conversations
Disclosure & Attribution Templates
Use these templates as-is or adapt them for specific client contexts. Copy the version that fits your situation.
Standard Proposal / Contract Clause
AI-Assisted Workflow Disclosure
Company Chicago Inc. incorporates AI-powered tools as part of our professional workflow to enhance efficiency and quality. These tools assist with tasks such as code generation, content drafting, data processing, and visual asset creation. All AI-assisted work is reviewed, refined, and approved by our team before delivery. Our team’s expertise, judgment, and quality standards guide every project — AI tools amplify our capabilities but never replace human oversight.
If you have questions about our use of AI tools on your project, we’re happy to discuss in detail at any time.
Onboarding / Welcome Email Insert
As part of our commitment to transparency, we want you to know that Company Chicago Inc. uses AI-assisted tools in our workflow — including code assistance, content drafting, and data processing. Every piece of work is reviewed and approved by our team before it reaches you. This allows us to work faster and more efficiently while maintaining the quality you expect. We’re always happy to answer questions about our process.
Deliverable-Specific Note (Detailed)
AI Assistance Note: This deliverable was produced with the assistance of AI tools for [specify: initial code scaffolding / content drafting / product description generation / image asset creation / data processing]. All outputs were reviewed, tested, and refined by our team to ensure they meet project requirements and Company Chicago Inc. quality standards. Source data was verified against [specify: manufacturer documentation / client-provided materials / original sources].
Casual / Quick Mention
Just a heads up — we used AI tools to help with [the initial draft / data processing / code scaffolding] on this, then our team reviewed and polished everything. Happy to walk through the details if you’d like!
AI-Generated Visual Content
Visual Asset Note: Some visual assets in this deliverable were created or enhanced using AI image generation tools. These include [specify: concept mockups / placeholder graphics / social media visuals / background elements]. All generated visuals were selected and refined by our design team to align with your brand guidelines and project goals.
Enforcement & Review
Accountability
Every team member and contractor is responsible for following this policy. The person who delivers work to a client is accountable for the quality and accuracy of that work, regardless of whether AI tools were involved in its creation. “The AI wrote it” is never a valid excuse for errors, omissions, or quality issues.
Policy Violations
Violations of this policy — particularly sharing client credentials with AI tools or delivering unreviewed AI output to clients — will be addressed on a case-by-case basis. Repeated violations may result in restricted access to AI tools or other corrective measures.
Annual Review
This policy will be reviewed and updated at least once per year, or more frequently as AI tools and industry norms evolve. Team members are encouraged to flag situations where the policy doesn’t clearly address a real-world scenario — those gaps help us improve it.
If you encounter a situation this policy doesn’t cover, or if you disagree with a guideline, raise it. This is a living document and your input makes it better.