Transparency & Ethics

AI Use Policy

How Rootss Digital uses AI tools responsibly, ethically, and in service of our clients.

1. Purpose

Rootss Digital uses artificial intelligence (AI) to support small business owners and local service businesses in improving their marketing effectiveness. This policy ensures AI is used responsibly, ethically, and in alignment with our mission to empower businesses with affordable marketing systems.

2. Scope

This policy applies to all AI-assisted work performed within Rootss Digital, including content creation, marketing strategy development, client communications, design support, automation workflows, and research activities.

3. Approved AI Tools

Rootss Digital currently approves the use of the following AI tools:

  • Claude (Anthropic)
  • Google Gemini
  • Canva AI

Additional tools may be adopted as needed, provided they align with this policy and are reviewed by the Owner.

4. Permitted Uses of AI

AI may be used to support and enhance work in the following areas:

  • Content creation and ideation
  • Social media captions and scheduling support
  • Marketing strategy drafting and brainstorming
  • Client communication drafting (non-final approval)
  • Graphic design assistance
  • Workflow automation
  • Research and brainstorming

All AI-generated outputs must be reviewed and refined by a human before use.

5. Prohibited Uses of AI

AI must NOT be used for:

  • Providing legal advice
  • Making financial decisions
  • Finalizing client strategy decisions without human oversight
  • Processing confidential or sensitive client data
  • Replacing human judgment or accountability
  • Creating misleading, deceptive, or false content

6. Data Privacy & Security

Rootss Digital prioritizes client confidentiality and data protection. AI tools must not be used to process or store sensitive or confidential client information. Only non-sensitive, generalized, or anonymized data may be used in AI systems.

7. Human Oversight

All AI-generated outputs require human review before being shared, published, or implemented. Final decision-making authority always rests with the Owner.

8. Transparency

Rootss Digital is committed to transparent and ethical AI usage. AI is used as a support tool to enhance efficiency and creativity, not as a replacement for human expertise or strategic decision-making.

9. Accountability

The Owner is responsible for reviewing, approving, and overseeing all AI tools and usage within the business. Any misuse of AI will be corrected promptly to ensure compliance with this policy.

10. Policy Review

This policy will be reviewed and updated as needed to reflect changes in tools, business practices, or regulatory requirements.