Artificial Intelligence (AI) Use Policy

MasterWord

1.0 Purpose

MasterWord recognizes both the benefits and risks associated with artificial intelligence (AI) technology. We support its use in a safe, ethical, and secure manner to enhance productivity and drive innovation. This Artificial Intelligence Use Policy (“Policy”) establishes guidelines for Language Professionals, consultants, vendors, suppliers, and employed personnel—who work within MasterWord or perform language services on its behalf. The objective is to ensure that AI is used in a responsible, ethical, and lawful manner, promoting transparency, fairness, bias minimization, and accountability, while mitigating risks related to misuse, inaccuracy, and data security breaches.

Additionally, suppliers and service providers are expected to follow applicable guidance and standards when developing or implementing AI solutions on behalf of MasterWord. These include:

SAFE AI Taskforce Guidance (Ethical Principles)
National Council on Interpreting in Health Care (NCIHC) Standards
ASTM Standard Guide for Quality Assurance in Translation
U.S. Artificial Intelligence (AI) Ethics Guide
Section 1557 Rule (45 CFR 92.201)
Other relevant ethical guidelines, principles, and best practices

Suppliers must ensure transparency, fairness, and accountability in AI use to uphold ethical standards and support responsible business practices.

2.0 Scope

This Policy applies to all individuals engaged with MasterWord in any capacity, including but not limited to Language Professionals, consultants, vendors, suppliers, and both contracted and employed personnel working within or on behalf of MasterWord.

3.0 Definitions

Artificial Intelligence (AI): A machine-based system that makes predictions, recommendations, or decisions based on human-defined objectives, influencing real or virtual environments. AI systems leverage human and machine-based inputs, including machine learning, deep learning, neural networks, and pattern recognition from existing data.

Simplified: AI refers to computer systems, software, or applications that perform tasks requiring human intelligence, including Generative AI.

Generative AI: A subset of AI that replicates the structure and characteristics of input data to generate synthetic content, such as images, videos, audio, text, and other digital media.

Simplified: Generative AI is software or a tool that can create new content (e.g., audio, images, text, simulations, and videos) based on provided input.

Examples of commonly used AI tools:

Chatbots & Text Generators (e.g., ChatGPT, Google Gemini, Microsoft Copilot)
Image & Video Generators (e.g., DALL-E, Midjourney, Stable Diffusion, Sora)
Voice-to-Text Tools (e.g., Maestra, Sonix)
Productivity & Writing Assistants (e.g., Amazon Alexa, Dropbox Dash, Grammarly)

4.0 AI Usage Guidelines

All Language Professionals, consultants, vendors, suppliers, and employees must strictly adhere to the following AI usage rules:

Authorized Use

Obtain approval from MasterWord before using AI. Each request will be evaluated based on the assignment type, tools used, and potential risks. AI tools built into MasterWord products are pre-approved.
Use only authorized AI for research and glossary creation.
Recognize AI as an assistive tool—not a replacement for human judgment, creativity, or expertise.
Avoid using AI to generate offensive, discriminatory, or inappropriate content.
Review all AI-generated content to:
a. Ensure it does not misuse or disclose confidential or personal information.
b. Verify its accuracy using trusted sources.
Ensure AI-generated content aligns with MasterWord policies.
Stay informed about policy updates and apply them consistently.
Report unauthorized AI use or potential confidentiality breaches to MasterWord immediately.
Delete any notes or materials generated by or input into AI tools.

Prohibited AI Uses

DO NOT:

Use speech-to-text AI during interpreting assignments (unless explicitly approved for simultaneous interpretation), as it may compromise accuracy, confidentiality, and integrity.
Upload, share, or input confidential, proprietary, or sensitive MasterWord or client information into AI systems, including:
- Passwords or credentials
- Protected health information (PHI) (unless explicitly approved for simultaneous interpretation)
- Client documents, recordings, or transcripts
- Any material marked “Confidential,” “Sensitive,” or “Proprietary”
- Non-public MasterWord information that could benefit competitors or harm MasterWord and its clients.
Input personal information (e.g., names, addresses, likenesses) of any individual into AI systems.
Use AI to create, distribute, or assist in the creation of offensive, discriminatory, or illegal content.
Use AI to deceive, manipulate, or mislead others.
Use AI in ways that violate privacy rights or infringe on the rights of individuals.
Bypass MasterWord policies using AI.
Use AI for legal, health, or professional advice without expert verification.
Present AI-generated work as your own original work.
Integrate AI with internal MasterWord software without prior written approval from MasterWord.

5.0 Supplier Responsibilities

Suppliers and vendors developing or implementing AI solutions for MasterWord must: