Springboard Communications AI Policy

At Springboard Communications, we combine strategic expertise, industry knowledge and human judgement with responsible use of Artificial Intelligence (AI). AI can enhance efficiency, research and analysis, but human judgement defines our work.

This policy sets out our commitments to responsible AI use in client work, in accordance with the PRII AI Guidelines, the Codes of Athens and Lisbon, GDPR, and the EU AI Act. 

1. Human-Led Expertise, Accountability & Ethical Standing 

• Human leadership: Communications strategies, counsel, decisions and outputs are led and approved by experienced professionals. AI is an assistive tool and does not replace professional judgement, expertise or direct engagement with clients, media, and stakeholders.

• Accountability & oversight: Springboard remains accountable for its work regardless of whether AI is used. AI-supported or AI-generated material is subject to human review and approval before publication or external use, with a Springboard team member retaining editorial responsibility. Associates, freelancers and subcontractors working on Springboard client accounts are required to follow this policy. 

• Ethical use: We do not use AI to fabricate spokespeople, quotes, testimonials or endorsements; present AI-generated imagery as an authentic documentary record of a real event; or create synthetic voices, faces or likenesses of real people without appropriate consent. 

2. Client Data & Privacy (GDPR Compliance) 

• Secure and approved tools: Client work involving AI is conducted only through approved enterprise platforms that meet Springboard’s security and privacy requirements. New tools are assessed before use and consumer-tier AI tools are not permitted for client work. Approved platforms are subject to appropriate security and contractual safeguards, including Data Processing Agreements where required.   

• Responsible data handling: Client, confidential, and personal information may be processed through approved AI tools where necessary for authorised work and in accordance with our data protection, confidentiality and information security requirements. We apply appropriate safeguards to how information is processed and used, including the configuration and contractual protections available within approved platforms. Client information is not used for unrelated purposes or to train publicly available AI models. Where AI systems, agents or other solutions are developed using client or project information, this is subject to appropriate authorisation, access controls and agreed data-use arrangements. We limit information used with AI to what is reasonably necessary and remove personal identifiers where practicable. 

3. How We Use AI

We may use approved AI tools to support: 

• Research & Monitoring: Trend analysis, media monitoring, topic research, insight gathering and information analysis. 

• Ideation & Content Support: Brainstorming, structuring information and supporting the drafting, editing and refinement of content overseen by our team.

• Analytics, SEO & GEO: Dataset analysis, keyword and search analysis, and optimisation for traditional search engines and generative AI platforms. 

4. Quality Control & Compliance

• Transparency & Quality: AI-assisted and AI-generated materials are checked for accuracy, potential bias and respect for intellectual property rights. We are transparent about our use of AI and disclose the use of AI-generated content where appropriate. This is distinct from routine AI-assisted work, where AI may support activities such as research, drafting, analysis, or editing under the oversight of our team. Factual claims, statistics, citations, and quotations are independently verified against reliable and authoritative sources before publication or external use. Final outputs remain subject to human review, professional judgement, and editorial responsibility. 

• Copyright & intellectual property: Our team receives ongoing training in the responsible, secure and appropriate use of AI, including its limitations, risks and relevant legal and ethical obligations.  

• AI literacy: We respect third-party intellectual property rights and only use protected third-party or client-owned material with AI where we have the appropriate rights, permission or authority to do so.

5. Open Dialogue & Client Choice

• Client choice: We discuss client-specific AI policies, contractual requirements and concerns openly. Where a client requests restrictions on AI use or tailored protocols, we will seek to accommodate them where reasonably practicable and agree the approach in advance. As AI functionality may be embedded within standard workplace platforms, we will also agree any practical limitations clearly.   

• Questions & concerns: Questions about Springboard’s use of AI, including enquiries from clients, prospective clients, journalists and procurement teams, can be directed to Agnes Fitzgerald, who acts as the initial point of contact for AI policy queries, via hello@springboardcommunications.ie. Queries requiring policy, technical or executive review will be escalated to the appropriate Springboard team member, including the AI Policy Manager where relevant.

This policy will be reviewed on a quarterly basis by our AI Policy Manager to reflect changes in technology, regulation and best practice.