How CAQA AI approaches transparency, privacy, bias, accuracy, human oversight, recordkeeping, prohibited use and escalation.
CAQA AI helps organisations adopt artificial intelligence responsibly, and this Responsible AI Use Policy explains the principles we apply to our own use of AI and the standards we recommend to clients of this website. It covers transparency, privacy, bias, accuracy, human oversight, recordkeeping, prohibited uses and escalation, and it applies to AI used in preparing our advice, in the automations and assistants we build, and in the training we deliver to education providers, businesses and government bodies.
We are open about when and how AI is used. Where AI tools materially contribute to a deliverable, we disclose that use to the client. Assistants and automations we build are identified as AI systems to the people who interact with them; they do not impersonate humans. We recommend that clients adopt the same standard: staff, students and customers should be able to know when they are dealing with an AI system and how to reach a person instead.
AI use must comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles and any contractual or funding obligations that apply to the information involved. We do not enter client-confidential material or personal information into public AI tools that retain or train on inputs. Tool selection includes reviewing vendor data-handling, storage location and retention terms. How information gathered through this website and through engagements is handled is described in our Data Handling Notice and Privacy Policy.
AI systems can reproduce and amplify bias in their training data, with real consequences in education, recruitment, assessment and service delivery. We assess bias risk when reviewing or recommending tools, advise against uses where the impact of biased output on individuals is high and safeguards are weak, and design workflows so that decisions affecting individual people are not made by an AI system alone.
AI outputs are treated as drafts, never as authority. Every output that informs advice, a compliance position, published content or a client deliverable is reviewed by a suitably qualified person before use. Automations we design include human checkpoints proportionate to the risk of the task, and assistants we build cite their sources so answers can be verified. Implementation and reliance decisions always remain with the client, as set out in our AI Advisory Disclaimer.
Responsible AI use must be evidenceable. We maintain records of the material AI tools used in engagements, the purposes for which they were used and the review steps applied. We recommend clients keep an AI register recording approved tools, permitted uses, responsible owners, risk assessments and review dates, so that governance can be demonstrated to boards, auditors and regulators.
We do not use AI, and will not assist clients to use AI, to mislead or deceive; to generate content presented as human-authored where disclosure is required; to make automated decisions with legal or similarly significant effects on individuals without meaningful human review; to unlawfully collect, scrape or process personal information; to undermine academic integrity; to create discriminatory, defamatory or infringing material; or to circumvent security controls or the acceptable-use terms of other systems.
Anyone - staff, clients or website visitors - can raise a concern about AI use connected with CAQA AI. Concerns should be reported promptly through our Complaints and Feedback process, by email to info@caqa.com.au or by phone on 1800 266 160. Reported issues are triaged by a senior adviser; where an AI output or system has caused or risks causing harm, its use is suspended while the issue is investigated, affected clients are informed, and corrective action is recorded. Privacy-related concerns are also handled under our Privacy Policy and may be escalated to the Office of the Australian Information Commissioner.
This website is an information and enquiry site. It does not sell AI products, take bookings or process payments, and no AI system on this site makes decisions about you. Data collected through the site is limited to what you submit through forms and standard analytics, as described in the Data Handling Notice.
If you have any questions about this policy, contact CAQA AI by email at info@caqa.com.au, by phone on 1800 266 160, or through our contact page. We respond to most enquiries within two business days.
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