AI Policy

Organisation: Rose Davidson | Podcast Educator & Creator, including the brands and projects: Voices That Change the World™ (VTCTW), Talking with the Experts™, Business Edge Hub™ (BEH), Healing Through Love™, and rosedavidson.com.au.

Taglines used in disclosures and materials:

  • Empowering Voices. Amplifying Impact.™
  • One Voice. Infinite Impact.™
  • Where Insight Meets Impact.™

Effective date: 29 October 2025
Owner: AI Governance Lead
Approved by: Rose Davidson | Podcast Educator & Creator
Review cycle: Quarterly or sooner if laws, risks, or tooling materially change

  1. Purpose and scope

This policy sets out how our organisation uses artificial intelligence across content, media, education, community, operations, sales, and support — globally across all our brands and collaborators. It applies to all staff, contractors, collaborators, guests, and suppliers who create or process content, data, or media for our brands.

  1. Principles
  1. Human-first creativity and care
  2. Transparency and truthful representation
  3. Consent and dignity for people represented in our content
  4. Safety, privacy, and security by design
  5. Accessibility and inclusion
  6. Accountability and auditability
  7. Copyright, attribution, and fair use
  8. Continuous improvement and responsible innovation
  1. Definitions
  • AI systems: Tools that generate, classify, transform, or analyse content or data using machine learning or similar techniques.
  • Synthetic media: AI-generated or significantly AI-altered audio, images, or video.
  • Enhancement: Quality-only adjustments such as light, colour, denoise, cropping, upscaling, subtitle accuracy, or format conversion that do not change meaning or identity.
  1. Acceptable uses

AI may be used to:

  • Draft copy, outlines, show notes, captions, transcripts, summaries, headlines, metadata, and learning materials with human review.
  • Generate ideas, research starting points, and content structures. All claims must be verified against primary sources.
  • Enhance audio and video quality, reduce noise, add accurate captions, and format content for accessibility.
  • Create derivative visuals such as icons, mockups, or composites from licensed or original assets where permissions allow.
  • Automate routine operations such as tagging, file naming, scheduling, alt text suggestions, and analytics summaries.
  1. Prohibited uses

We do not allow AI to be used to:

  • Fabricate or materially alter a person’s likeness, voice, or words without explicit written consent.
  • Generate deceptive or misleading content, including impersonation, undisclosed endorsements, fake reviews, or unverified claims.
  • Create or distribute hate speech, harassment, or discriminatory profiling.
  • Train models on unlicensed, confidential, or sensitive data without authority and safeguards.
  • Make solely automated final decisions that have legal or significant effects on individuals.
  1. Human oversight and quality control
  • All AI-assisted outputs must be reviewed by a qualified human editor before publication or distribution.
  • Editors must verify facts, check tone and brand voice, add sources, and ensure the result reflects lived experience and audience needs.
  • For education or advisory content, include references or evidence where practical and mark expert opinions as such.
  1. Image, audio, and video standards
  • No deepfakes: We do not create or publish synthetic media that could mislead about a person’s identity, actions, or statements.
  • Quality-only image edits: We will not alter images using AI except to enhance quality. Enhancements include exposure, colour balance, noise reduction, crop, straighten, background clean-up, and upscaling. We will not change physical features, context, or meaning without explicit written consent.
  • Consent: Anyone depicted in identifiable media must provide written consent for creation and use. Minors require guardian consent.
  • Labeling: If content includes synthetic elements beyond quality enhancement, clearly label it as AI-assisted or AI-generated.
  • Voice: We do not clone a person’s voice without explicit, purpose-specific written consent and a clear opt-out.
  1. Transparency and disclosure
  • We disclose AI assistance when it materially shapes content or outcomes. Examples of acceptable disclosures are provided in Appendix A.
  • Sponsored or affiliate relationships are disclosed according to platform rules and applicable law.
  1. Data, privacy, and security
  • Only upload or process data that you are authorised to use. Remove personal identifiers where possible.
  • Do not input confidential, financial, medical, or sensitive personal data into third-party AI tools unless a data processing agreement is in place.
  • Store prompts, outputs, and decisions in approved systems with access controls. Follow our retention schedule.
  • Respect individuals’ rights to access, correction, and deletion of their personal data held by us.
  1. Intellectual property and licensing
  • Verify the licence of any training source, reference asset, or prompt material. Maintain records of sources and licences.
  • Attribute creators when required by the licence. Do not remove watermarks or copyright notices.
  • When using models or services with restrictive commercial terms, ensure usage complies with those terms.
  1. Accessibility and inclusion
  • Provide descriptive alt text for images and accurate captions for audio and video.
  • Favour plain language and readable layouts in line with our SEO and EEAT guidelines.
  • Avoid bias in prompts and outputs. Rephrase or adjust content that marginalises any group.
  1. Vendor and model management
  • Maintain a model registry listing AI tools, versions, owners, purposes, data flows, and risk ratings. Use the template in Appendix B.
  • Conduct risk assessments for new tools, including privacy, security, bias, licence, and cost.
  • Prefer vendors that offer enterprise-grade privacy, security, and content controls.
  1. Records and retention
  • Keep an audit trail for important AI-assisted content: prompt, model name and version, date, editor, sources used, and publication link.
  • Retain AI logs for at least one year unless a longer period is required by law or a shorter period is justified by risk.
  1. Incident response
  • Report suspected misuse, data leakage, model hallucinations leading to harm, or IP violations to the AI Governance Lead within 24 hours.
  • Triage, investigate, correct, and publish clarifications or retractions when needed.
  1. Legal compliance

We aim to comply with applicable Australian and international laws governing AI, privacy, consumer protection, copyright, advertising, and online safety, ensuring consistent standards globally.
Where jurisdiction is unclear, apply the strictest standard that reasonably fits the risk.
This policy is not legal advice. Seek legal review for high-risk or novel use cases.

  1. Roles and responsibilities
  • AI Governance Lead: Owns this policy and the model registry, conducts risk reviews, and coordinates incidents.
  • Brand Steward: Ensures outputs align with our brand voice and lived experience values.
  • Editors and Producers: Verify facts, clarity, and disclosures. Approve final publication.
  • Contributors and Vendors: Follow this policy and provide required consents and licences.
  1. Enforcement

Non-compliance may result in the removal of content, revocation of tool access, contract termination, or other remedies permitted by law.

  1. Versioning
  • v1.1 | 29 Oct 2025: Added references to global applicability and international law compliance.
  • v1.0 | 29 Oct 2025: Initial release.

Appendix A. Standard disclosures and consent language

General disclosure

This content was created with human expertise and may have used AI for drafting, editing, or accessibility enhancements. A human reviewed and approved the final version.

Synthetic media disclosure

Elements of this image or video were created with AI and are used for illustrative purposes. No real person was depicted or altered without consent.

Quality-only image edit disclosure

Image enhanced for clarity and accessibility. No features or context were changed.

Guest and storyteller consent clause

I confirm that I own or have permission to submit this content. I grant Rose Davidson and associated brands a licence to edit for length, clarity, and accessibility. I understand that AI tools may be used for transcription, captioning, and quality enhancement. My likeness and story will not be altered using AI beyond quality enhancement without my explicit written consent.

Image consent clause

I consent to the use of my image for promotional and educational purposes across websites, podcasts, video, and social media. I understand images will only be AI-enhanced for quality and will not be altered to change appearance, setting, or meaning without separate written consent.

Appendix B. Model registry template

  • Tool or model name and version
  • Vendor and contract reference
  • Purpose and business owner
  • Data inputs and outputs
  • Training data sources and licence notes
  • Privacy and security posture
  • Risk rating and mitigations
  • Disclosure requirement
  • Change log and sunset date

Appendix C. Editorial checklist for AI-assisted content

  • Purpose defined and audience need clear
  • Sources verified and cited where relevant
  • Brand voice aligned and respectful
  • Lived experience represented with care
  • Accessibility complete: alt text, captions, readable language
  • Disclosures added if applicable
  • Final human review completed and logged