Approach Marketing AI Usage Policy 

Last updated: September 2025 

1. Purpose & Scope 

This policy governs the responsible use of artificial intelligence (AI) tools and services by Approach Marketing (“Approach,” “we,” “our,” or “the Agency”). It applies to all employees, contractors and third parties who access Approach systems, client information or deliverables. The policy is designed to: 

• Accelerate high-quality work through ethical, transparent AI use 

• Safeguard client data, intellectual property and privacy 

• Comply with applicable laws, contracts and platform terms 

• Maintain human oversight and accountability 

2. Our Philosophy 

Approach uses AI to augment – not replace – human expertise. We prioritize quality, accuracy, security and transparency in all AI-enabled workflows. Human professionals remain ultimately accountable for work product, strategy and outcomes. 

3. Approved AI Use Cases 

AI may be used to expedite: 

• Research support: background summaries, literature scans, news monitoring, thematic analysis, identifying sources for human review 

• Analysis and planning: data exploration, trend synthesis, audience and competitor insights (validated by humans) 

• Writing assistance: outlines, drafts, editorial suggestions, grammar and clarity improvements (with human review and finalization) 

• Administrative and productivity tasks: note-taking, meeting summaries, transcription, scheduling support, task automation 

• Ideation: campaign angles, headlines, social post variations, creative prompts (reviewed for brand alignment and accuracy) 

• Creative support: assisting with the development of design elements and visuals to support communications needs (with human oversight for brand alignment and quality) 

Any use beyond these categories requires approval from the Leadership Team. 

4. Prohibited and Restricted Use 

• No ingestion of Sensitive Client Data into unapproved AI tools: 
  Sensitive Client Data includes: non-public financials; PII/PHI; access credentials; proprietary strategies; unreleased assets; legal documents; embargoed announcements; and any data classified as Confidential or Restricted. 

• No autonomous publishing or client delivery without human review and approval. 

• No creation or use of deceptive content (e.g., deepfakes, synthetic endorsements) or misleading claims. 

• No use for decisions that materially affect individuals’ rights without appropriate human judgment (e.g., hiring decisions). 

• No use of personal accounts or unapproved tools for client work. 

5. Approved Tools and Vendor Management 

• Primary AI Workspace: Cassidy 

  • Cassidy is our approved AI environment for agency workflows. It integrates multiple large language models (LLMs), including ChatGPT, Claude and Gemini, within a secure, enterprise-grade framework. 

  • Cassidy provides protections to prevent training on client data, enforce access controls and support auditability. 

• Meeting Productivity: Fireflies.AI & Microsoft Teams 

  • Fireflies.AI and Microsoft Teams, with professional licenses, are utilized for automated meeting transcriptions and summarizations. 

  • Both tools are approved for use in capturing and organizing discussions, provided sensitive client data is handled within accordance with this policy. 

• Other Tools 

  • Any additional AI tools must be vetted and approved by IT/Leadership for security posture, data handling, contractual terms and risk. 

  • An internal registry of approved tools, versions, owners and use cases will be maintained. 

6. Continuous Improvement 

AI technology is rapidly evolving, and so too are the opportunities and risks it presents. Approach Marketing will: 

• Continually evaluate new AI tools and practices to enhance our capabilities while maintaining client trust. 

• Provide regular training to our team to ensure they understand how to use AI tools responsibly. 

• Monitor developments in AI ethics, regulation and security to keep our policy and practices up to date.