Glynis Austin Properties – Artificial Intelligence

(AI) Usage Policy

1. Purpose

At Glynis Austin Pty Ltd (Trading As Glynis Austin Properties), we are committed to leveraging Artificial Intelligence (AI) responsibly to enhance our services while upholding the highest ethical standards. This policy outlines our approach to AI usage, ensuring compliance with relevant laws, ethical guidelines, and industry standards.

 

2. Scope

This policy applies to all employees, contractors, and third-party vendors who utilise AI tools for work-related tasks within our organisation.

 

3. Definitions

  • Artificial Intelligence (AI): Technologies that perform tasks typically requiring human intelligence, such as learning, problem-solving, and decision-making.
  • Generative AI (GenAI): AI systems capable of generating content, including text, images, and audio, in response to prompts.
  • AI Tools: Applications or systems that utilise AI to perform tasks, analyse data, or assist in decision-making.

 

4. Guiding Principles

 

4.1 Ethical Use

Our AI usage aligns with Australia's AI Ethics Framework, emphasizing:

  • Human, societal, and environmental well-being: AI should benefit individuals and society
  • Human-centered values: Respect for human rights and diversity.
  • Fairness: Avoidance of bias and discrimination.
  • Privacy protection and security: Safeguarding personal information.
  • Reliability and safety: Ensuring AI systems function as intended.
  • Transparency and explainability: Clear understanding of AI decisions.
  • Contestability: Mechanisms to challenge AI decisions.
  • Accountability: Responsibility for AI outcomes.

 

4.2 Compliance with REIA Code of Ethics

Our AI practices adhere to the Real Estate Institute of Australia's Best Practice Guidelines, ensuring integrity, professionalism, and transparency in all client interactions.

 

5. Acceptable Use of AI Tools

  • Productivity Enhancement: Use AI tools to improve efficiency in tasks such as general communications, drafting property descriptions or analysing market trends.
  • Data Analysis: Employ AI for data-driven insights, ensuring human oversight in interpretations.
  • Content Generation: Utilise AI-generated content with appropriate review and editing to maintain quality and accuracy.
  • Compliant with Office of Fair Trading Property Advertising standards

 

6. Prohibited Use of AI Tools

  • Unauthorised Data Input: Do not input confidential or sensitive information into AI tools without prior approval.
  • Decision-Making: AI should not make autonomous decisions in areas such as hiring, promotions, or client advisories without human intervention.
  • Bias and Discrimination: Avoid using AI in ways that could perpetuate bias or discrimination.

 

7. Data Protection and Privacy

  • Compliance: Adhere to the Privacy Act 1988 and Australian Privacy Principles.
  • Data Handling: Ensure secure handling of personal and sensitive data when using AI tools.

 

8. Transparency and Disclosure

  • Client Communication: Inform clients when AI tools are used in services provided to them.
  • Content Attribution: Clearly attribute AI-generated content where applicable.

 

9. Human Oversight

  • Review Processes: Implement human review of AI outputs to ensure accuracy and appropriateness.
  • Decision Accountability: Maintain human accountability for decisions influenced by AI tools.

 

10. Training and Awareness

  • Employee Education: Provide regular training on responsible AI usage, including ethical considerations and compliance requirements.
  • Policy Updates: Keep staff informed about updates to AI policies and practices.

 

11. Monitoring and Reporting

  • Usage Monitoring: Regularly monitor AI tool usage to ensure compliance with this policy.
  • Incident Reporting: Encourage prompt reporting of any AI-related issues or breaches to the designated AI Compliance Officer.

 

12. Policy Review

This policy will be reviewed annually or as needed to accommodate technological advancements and regulatory changes.