Below is an example policy that I created by answering questions about AI for Community with Fast Forward’s policy generator.
Purpose of the Policy
An AI policy is essential to ensure that artificial intelligence tools are used responsibly, ethically, and in alignment with organizational values. This policy establishes clear guidelines for how AI for Community integrates AI into its mission of building nonprofit capacity while maintaining accountability, transparency, and trust with the organizations served.
AI Use
AI tools at AI for Community are used to support staff in their work with nonprofit partners. These tools primarily assist in creating educational content, developing training materials, and enhancing internal operations. All AI-generated content and recommendations are reviewed by staff before being published or shared with nonprofit partners to ensure accuracy and relevance. AI serves as a supportive tool rather than a replacement for human expertise and the personalized support that nonprofit capacity builders provide.
Interactions with Beneficiaries
AI tools at AI for Community primarily support internal staff work rather than directly interacting with nonprofit partners. Staff members retain full control over services provided to nonprofits and make all final decisions about training recommendations, resource allocation, and program design. While AI may assist in content creation or analysis, human professionals remain the primary point of contact and decision-makers in all interactions with the nonprofits served.
Data Collection Practices
Basic organizational information about nonprofit partners, including mission, size, and sector, is collected to better tailor services and resources. Training participation data, such as attendance records, completion rates, and feedback responses, is also gathered to improve program effectiveness. This data is used to enhance the quality of training offerings and to understand how nonprofits engage with capacity-building resources. Data collection practices are designed to support continuous improvement while respecting organizational privacy.
Ethical Risks and Concerns
The primary ethical concern identified is the potential for misinformation or inaccurate content generated by AI tools. To address this risk, all AI-generated educational materials are reviewed by knowledgeable staff members before distribution. Content is verified for accuracy, relevance to nonprofit contexts, and alignment with current best practices in the sector. Staff are trained to critically evaluate AI outputs and to cross-reference information with trusted sources. When inaccuracies are identified, corrective measures are taken immediately, and affected materials are updated or removed.
Accountability for AI Decisions
A designated staff member or leadership team member is responsible for reviewing all AI outputs before they are published or shared with nonprofit partners. This individual ensures that AI-generated content meets quality standards, aligns with organizational values, and serves the needs of the nonprofits being supported. Clear documentation is maintained regarding which AI tools are used, what content they generate, and who has reviewed and approved that content. Final authority for all decisions rests with human staff members who understand the mission and context of the work.
Data Privacy and Consent
Data is anonymized whenever possible to protect the privacy of nonprofit partners. Standard privacy practices are followed, and formal consent processes are being developed to ensure that organizations understand what data is collected and how it is used. Nonprofit partners will be informed about data collection through clear privacy notices, and their data will be handled in accordance with applicable privacy regulations. Data security measures are implemented to prevent unauthorized access, and data retention policies ensure that information is not kept longer than necessary.
Bias Prevention
Clear protocols have been established for human review when bias is suspected or detected in AI-generated outputs. Staff members are trained to recognize potential biases in training materials, recommendations, or content that could disadvantage certain types of nonprofits. When bias is identified, the affected materials are removed from circulation, the underlying causes are investigated, and corrective actions are implemented. Ongoing attention is given to ensuring that AI tools serve the diverse needs of nonprofits across different sectors, sizes, and communities.
Transparency
AI-generated content is clearly labeled and distinguished from human-created materials so that nonprofit partners understand when AI has been used in the development of resources. Case studies and examples are published to demonstrate responsible AI use in practice and to share lessons learned with the broader nonprofit sector. This transparency builds trust with partners and contributes to collective learning about effective and ethical AI integration in nonprofit capacity building.
Community Feedback
Multiple channels are established for gathering feedback from nonprofit partners regarding AI-enhanced services. Regular surveys and feedback forms are distributed to understand partners’ experiences and concerns. Focus groups and interviews provide opportunities for in-depth conversations about the effectiveness and appropriateness of AI use. Open channels, such as dedicated email addresses or contact forms, allow nonprofits to report concerns or issues with AI tools at any time. This feedback is systematically reviewed and used to improve AI practices and policies.
Third-Party AI Tools
When third-party AI tools are used, their terms of service and privacy policies are thoroughly reviewed before adoption. Particular attention is paid to how these tools handle data, what rights the organization retains over inputs and outputs, and whether the tools align with organizational values and commitments to nonprofit partners. Only tools that meet established criteria for data protection, accuracy, and ethical use are adopted. Staff are informed about which third-party tools are approved for use and under what conditions.
Staff Training
All staff members who use AI tools participate in mandatory training sessions on AI ethics, limitations, and best practices. These trainings cover responsible use, critical evaluation of AI outputs, recognition of bias and misinformation, and adherence to organizational policies. Ongoing professional development opportunities keep staff updated on AI advancements, emerging risks, and evolving best practices. Peer learning and mentorship programs are established so that experienced staff can guide colleagues in effective AI tool use. Staff are encouraged to ask questions, share concerns, and contribute to continuous improvement of AI practices.
Review and Updates
This policy will be reviewed annually and updated as needed to reflect changes in technology, organizational practices, and the evolving needs of nonprofit partners. Feedback from staff and nonprofit partners will inform policy revisions, and all stakeholders will be notified of significant changes.