1. Purpose
This policy outlines the principles and practices for the ethical and responsible use of Artificial Intelligence (AI) at Fresh Logistics. It ensures that all AI activities align with our company values, comply with applicable laws and regulations, and protect the interests of our employees, partners, clients, and broader stakeholders.
2. Scope
This policy applies to all Fresh Logistics employees, contractors, and partners who use or interact with AI systems—including, but not limited to, large language models (LLMs), AI plugins, and other data-enabled AI tools.
3. Policy Guidelines
1. Ethical Use of AI
All AI systems must be used responsibly. Actions that may cause harm, invade privacy, or support malicious activities are strictly prohibited.
2. Legal and Regulatory Compliance
AI usage must comply with all relevant laws, including those related to data protection, privacy, and intellectual property.
3. Transparency and Accountability
Employees must clearly disclose the use of AI in their work. All AI projects must be recorded in Fresh Logistics’ centralized AI governance platform (“AI System of Record”) to ensure traceability and oversight. Employees remain accountable for AI-driven outcomes and must be able to explain their rationale.
4. Data Privacy and Security
AI systems must comply with Fresh Logistics’ data protection standards. Sensitive or personal data must be anonymized, handled securely, and stored in accordance with company policy.
5. Bias and Fairness
Employees must work to detect and reduce bias in AI systems. All AI outputs should be fair, inclusive, and free from discrimination.
6. Human Oversight
AI is a decision-support tool, not a decision-maker. Employees must use their judgment and not rely solely on AI-generated outputs.
7. Training and Awareness
Employees using AI tools must undergo relevant training and stay informed on evolving technologies and ethical implications.
8. Third-Party AI Providers
When engaging external AI tools or services, employees must ensure these providers uphold the same ethical and legal standards defined in this policy.
4. Implementation & Oversight
1. AI Governance Board
A cross-functional team—comprising experts in data science, law, compliance, and ethics—will oversee AI initiatives. The AI Governance Board will define committee roles and ensure responsible deployment and oversight of AI across Fresh Logistics.
2. Designated AI Officer
An appointed AI Officer will manage policy implementation, provide support and training, and ensure ongoing compliance with laws and regulations.
3. Regular Reviews
The AI Officer will conduct periodic evaluations of AI usage to ensure policy compliance, assess risks, and recommend policy updates when needed.
4. Incident Reporting
Suspected violations or concerns relating to AI use—ethical, legal, or regulatory—must be reported to the AI Officer or through established reporting channels.
5. Enforcement
Non-compliance with this policy may result in disciplinary actions, up to and including termination, as per Fresh Logistics’ disciplinary procedures.
6. Policy Review
This policy will be reviewed annually or as required in response to technological or regulatory changes. Updates will be communicated to all employees.
Effective Date: 12/12/2025
