Responsible Use of Artificial Intelligence (AI) Policy

RESPONSIBLE USE OF ARTIFICIAL INTELLIGENCE (AI) POLICY

Last updated: 7 August 2026

1. PURPOSE AND SCOPE

riskfacilitator uses artificial intelligence to assist people, not replace their judgement. This policy applies to AI used in our advisory work, Online Training, the Risk Assessment Tool (including riskfacilitator Intelligence), the Due Diligence Check and internal business operations.

1. HOW AI MAY BE USED

Risk Assessment Tool

When a user chooses an AI-assisted feature, AI may help draft, refine, structure or classify selected assessment content. The user decides whether to use, edit or reject each suggestion. AI does not independently approve a risk assessment, verify a control, determine legal compliance or make an operational decision.

Due Diligence Check

AI may assist an authorised riskfacilitator reviewer to identify relevant information, inconsistencies or matters for follow-up in documents submitted by an operator. The reviewer must consider the source evidence and exercise professional judgement. AI does not independently approve or reject an operator and a completed review is not certification or a guarantee of compliance.

Online Training

AI may assist with drafting, editing, accessibility or scenario development. Published course content is reviewed before release. Generative AI does not independently award course completion or certify competence.

Advisory and internal work

AI may support research, drafting, analysis, administration and quality checks. Material professional advice and client deliverables remain subject to appropriate human review.

1. INFORMATION SENT TO AI SERVICES

Only information needed for the selected task should be submitted. Depending on the feature, this may include selected risk assessment text and related context or Due Diligence Check documents. Users and operators must avoid including unnecessary personal, sensitive, privileged or confidential information and must have authority to provide the information they submit.

1. PROVIDER AND DATA HANDLING

Our current generative AI features use the OpenAI API. Application requests are configured not to store model responses for later retrieval by our application, and client inputs are not used to train provider models. The provider may temporarily process or retain information for security, abuse prevention or legal purposes under its applicable terms.

AI processing may occur outside Australia, including in the United States. Our Website Terms, Privacy and Disclaimer explains our broader data handling and overseas processing arrangements.

1. HUMAN OVERSIGHT AND ACCOUNTABILITY

Responsibility stays with people:

• Risk Assessment Tool users must check AI suggestions against actual conditions, consultation, evidence and applicable requirements.
• riskfacilitator reviewers remain accountable for conclusions recorded in a Due Diligence Check.
• Clients and operators remain responsible for the accuracy of information supplied and for their own legal, safety, procurement and operational decisions.
• riskfacilitator remains responsible for professional advice it issues and for the governance of AI features it provides.

1. LIMITATIONS

AI can produce incorrect, incomplete, outdated, inconsistent or biased content. It may overlook context and can present uncertain information confidently. AI output must not be treated as verified evidence, legal advice or a substitute for competent review.

1. PROHIBITED OR RESTRICTED USE

AI must not be used through our services to:

• make a solely automated decision about employment, discipline, eligibility, procurement or legal compliance;
• fabricate evidence, records, qualifications, inspections or approvals;
• bypass required consultation, verification, review or authorisation;
• process information unlawfully or without proper authority;
• discriminate unlawfully or create unsafe or misleading content; or
• attempt to reveal system instructions, credentials, confidential data or information belonging to another user or organisation.

1. TRANSPARENCY

We identify AI-assisted features where users interact with them. On reasonable request, we will explain the role AI played in a riskfacilitator review or deliverable, subject to security, confidentiality and intellectual property constraints.

1. FAIRNESS, QUALITY AND SAFETY

We use proportionate controls such as defined use cases, access controls, source review, testing, logging, user feedback, human approval points and incident response. Higher-consequence uses require stronger review and must not rely solely on generative AI output.

1. SECURITY AND GOVERNANCE

AI features are subject to our privacy, security and access controls. We assess material changes to providers and use cases, monitor reported problems and review this policy at least annually or when our AI use materially changes.

1. QUESTIONS OR CONCERNS

To question an AI-assisted result, report a concern or request more information, contact info@riskfacilitator.com. Include enough detail for us to identify the relevant feature or record without sending unnecessary sensitive information.