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AI Use Policy

Last updated: June 20, 2026

Coastal Intelligence helps organizations understand, adopt, and govern artificial intelligence in practical, human-centered ways. We use AI as a tool to support research, analysis, synthesis, training, strategy, workflow design, and client deliverables. We do not treat AI as a replacement for human judgment, leadership, professional expertise, or organizational accountability.

This policy explains how Coastal Intelligence uses AI and how we approach client data, confidentiality, human oversight, and responsible adoption.

1. Our AI Philosophy

We believe AI should help people think more clearly, work more effectively, and make better decisions. AI should not remove accountability, obscure judgment, or replace the human context that makes organizations work.

Our approach is guided by five principles:

  1. Human oversight: AI-assisted work is reviewed by people.

  2. Client trust: Client information is handled carefully and used only for appropriate business purposes.

  3. Practical value: We focus on real workflows, not hype.

  4. Transparency: We are clear about how AI may be used in our work.

  5. Responsible adoption: We help organizations use AI in ways that are useful, secure, ethical, and aligned with their mission.

2. How We Use AI

Coastal Intelligence may use AI tools to support:

  • Research and market analysis

  • Workshop design and training materials

  • Strategy development

  • Drafting, editing, and summarizing documents

  • Survey and interview synthesis

  • Workflow mapping

  • Use case development

  • Prompt libraries and playbooks

  • Internal operations and project management

  • Data analysis, dashboards, and reporting when appropriate

  • Client-facing recommendations and implementation planning

AI may assist in preparing work, but Coastal Intelligence is responsible for the final deliverables we provide to clients.

3. Human Review and Accountability

AI-generated or AI-assisted outputs are not treated as final without review. Coastal Intelligence applies human judgment to evaluate relevance, accuracy, tone, context, risk, and alignment with the client’s goals.

We do not rely on AI as the sole authority for legal, financial, medical, employment, safety, compliance, or other high-stakes decisions. Where appropriate, we recommend review by qualified professionals.

4. Client Data and Confidential Information

Coastal Intelligence may receive confidential client information through consulting engagements, workshops, interviews, surveys, documents, dashboards, or other project work.

We use client information only for the purpose of providing agreed services, unless otherwise authorized by the client.

We do not intentionally use confidential client information to train public AI models. When using AI tools in client work, we take reasonable steps to limit unnecessary disclosure of confidential, sensitive, or proprietary information.

Depending on the nature of an engagement, we may recommend additional controls, such as:

  • Redacting sensitive information before using AI tools

  • Using enterprise-grade AI environments

  • Limiting access to project files

  • Separating public, internal, confidential, and sensitive data

  • Creating client-specific AI usage guidelines

  • Establishing approval workflows for AI-assisted outputs

5. Sensitive Information

We avoid placing highly sensitive information into AI tools unless there is a clear business need, appropriate client authorization, and suitable safeguards.

Sensitive information may include, but is not limited to:

  • Social Security numbers or government identifiers

  • Financial account information

  • Health or medical information

  • Children’s data

  • Personnel records

  • Trade secrets

  • Legal strategy

  • Security credentials

  • Confidential merger, acquisition, or investment information

  • Protected client, customer, donor, patient, student, or employee information

When sensitive information is involved, we work with the client to determine the right process, tools, permissions, and controls.

6. Accuracy and Limitations

AI tools can produce incorrect, incomplete, outdated, biased, or misleading information. Coastal Intelligence reviews AI-assisted outputs before relying on them in client work.

When facts, regulations, pricing, technical details, or current events matter, we seek to verify information using appropriate sources. We encourage clients to treat AI outputs as inputs to judgment, not substitutes for judgment.

7. Bias, Fairness, and Organizational Impact

AI systems can reflect or amplify bias in data, processes, and assumptions. Coastal Intelligence helps clients consider the human, organizational, and operational impact of AI adoption.

When designing AI workflows, we encourage clients to consider:

  • Who is affected by the system

  • What data is being used

  • What decisions are being influenced

  • Whether humans can review or override outputs

  • Whether the system creates unintended harms

  • How performance and fairness should be monitored over time

8. AI in Workshops, Surveys, and Research

Coastal Intelligence may use AI to help analyze aggregated workshop feedback, survey responses, interview themes, and organizational insights.

Unless otherwise agreed, we may use de-identified or aggregated learnings to improve our frameworks, training, research, and services. We do not publicly identify a client, participant, or organization without permission.

9. Third-Party AI Tools and Vendors

Coastal Intelligence may use third-party AI platforms, productivity tools, data tools, and software vendors to support our work. These tools may change over time based on client needs, security requirements, and available technology.

Where an engagement requires specific security, privacy, procurement, or compliance standards, we work with the client to identify appropriate tools and processes.

10. Client Responsibilities

Responsible AI adoption is a shared effort. Clients are responsible for determining whether AI-assisted recommendations, workflows, or outputs are appropriate for their organization, industry, policies, and regulatory obligations.

We encourage clients to create internal guidance covering:

  • Acceptable AI use

  • Data handling

  • Review and approval

  • Tool access

  • Employee training

  • Security and compliance

  • Vendor review

  • Human accountability

11. No Unapproved Use of Client Identity

We do not use a client’s name, logo, case study, data, or engagement details in public marketing without permission.

12. Policy Updates

AI technology and regulation are evolving quickly. Coastal Intelligence may update this policy as our tools, practices, services, and legal obligations change.

13. Contact

Questions about this policy may be directed to:

Coastal Intelligence, LLC
Email: [email protected]
Website: https://coastalintelligence.ai