On Track Accounting Solutions Inc. AI Use Policy
Establishing guidelines for the responsible, ethical, and effective use of Artificial Intelligence technologies within our organization.
Purpose and Scope
This policy establishes guidelines for the responsible, ethical, and effective use of Artificial Intelligence (AI) technologies within On Track Accounting Solutions Inc. (OTAS). It applies to subcontractors, admin staff, and partners who develop or implement AI tools for business purposes.
The policy covers all AI systems and platforms used by the organization, whether developed internally or provided by external vendors. It ensures compliance with applicable laws, protects data privacy and security, and upholds OTAS's values in all AI-related activities.
All AI use must comply with Canadian data privacy laws, such as the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as internal data and security policies. This policy supplements, but does not replace, existing ethics and compliance requirements.
AI Vision Statement
Automate & Reimagine
We will automate and reimagine client service delivery to expand client reach, optimize operations and workflows, and maximize strategic impact, becoming an operational beacon for service providers.
Client-Focused Approach
Through a client-focused, efficiency-led, and impact-driven lens, we aim to deliver timely insights, personalized support, and foster intentional growth for our clients.
Responsible Innovation
Anchored in our belief that abundance flows through service, not transactions, AI will empower OTAS to innovate responsibly while maintaining data privacy, accuracy, and compliance.
Approved AI Tools
Only pre-approved AI tools from an authorized list can be used to ensure compliance and alignment with data protection standards.
To maintain security and consistency across our organization, OTAS has established a carefully vetted list of authorized AI tools. These tools have been evaluated for:
  • Data security compliance
  • Integration with existing systems
  • Reliability and accuracy
  • Alignment with our business needs
Acceptable Use Guidelines
4.1 Permitted Information and Use Cases
AI tools can handle only publicly available information and general business questions, ensuring sensitive data is protected.
  • General industry knowledge
  • Publicly available financial information
  • Non-sensitive business inquiries
4.2 Prohibited Information and Use Cases
Sensitive client data and any non-public financial information should not be shared with AI tools. This ensures compliance with privacy laws and internal security protocols.
  • Client financial records
  • Personally identifiable information
  • Confidential business strategies
Review Requirements
All AI outputs must be verified before business use to ensure precision and reliability, maintaining the integrity of client-facing interactions.
Generate AI Output
Use approved AI tools to create initial content or analysis
Human Review
Qualified staff must review all AI-generated content for accuracy
Verification
Cross-check information against trusted sources
Implementation
Only after verification can AI outputs be used in business operations
Attribution Practices
AI use in work products will be indicated with a general statement where it is significantly utilized, promoting transparency and accountability.
When AI tools have been used to create or significantly contribute to work products, proper attribution must be provided. This ensures:
  • Transparency with clients and stakeholders
  • Clear accountability for content accuracy
  • Compliance with ethical standards
  • Proper documentation of AI utilization
Training Requirements
Subcontractor Training
Subcontractors must undergo standard training with regular updates to ensure proper understanding of AI tool usage and compliance requirements.
Admin Role Training
Admin roles receive advanced, role-specific education to ensure comprehensive understanding and compliance with the policy, focusing on oversight and governance aspects.
Compliance, Reporting & Policy Review
Compliance and Reporting
Systematic monitoring of AI tools through admin dashboards to ensure adherence and support adaptability as the company expands. Mechanisms will be provided for reporting concerns and continuously improving AI practices.
  • Regular audits of AI tool usage
  • Clear reporting channels for concerns
  • Continuous improvement processes
Policy Review
This policy will be regularly updated and reviewed to adapt to technological advances and evolving regulatory landscapes. Feedback mechanisms will be available to obtain input from staff and subcontractors.