Purpose
Enniscorthy Community Allotments (ECA) is a volunteer-led, non-profit community organisation. This policy establishes how ECA uses artificial intelligence (AI) tools responsibly, transparently, and in alignment with our values of inclusion, sustainability, and community connection.
AI tools help our volunteer team manage communications and content efficiently, avoiding burnout while maintaining the quality our community expects. This policy ensures that human oversight, judgement, and the authentic voice of ECA remain central to everything we produce.
Scope
This policy applies to all AI tool usage undertaken on behalf of ECA, including but not limited to content creation, research, and image generation. It covers all committee members, volunteers, and any individuals authorised to produce content or communications for ECA.
Approved AI Platforms
Text and Content Assistance
- Claude (Anthropic)
- ChatGPT (OpenAI)
- Gemini (Google)
Image Generation
- DALL-E (via ChatGPT)
- Gemini Image Generation (Google)
Use of any AI platform not listed above requires prior approval from the Chairperson and Digital Communications & Community Officer.
Permitted Uses of AI
AI tools may be used for the following tasks:
| Use Case | Description |
| Content Processing | Drafting, editing, and refining website articles, social media posts, event descriptions, and newsletter content |
| SEO Configuration | Generating focus keyphrases, meta descriptions, SEO titles, and slugs for website content |
| Content Optimisation | Improving readability, engagement, and accessibility of written content |
| Web Research | Gathering information on relevant topics such as policy developments, gardening trends, and community initiatives |
| Image Generation | Creating illustrative images when original photography is unavailable (see Section 6 for restrictions) |
Prohibited Uses of AI
The following content and tasks must never be processed through AI tools:
- Safeguarding matters. Any content relating to child protection, vulnerable adults, or safety concerns
- Complaints and disputes. Formal complaints, grievances, or conflict resolution communications
- Sensitive member communications. Personal matters, health information, financial hardship, or confidential member circumstances
- Personal data. Names, contact details, or any identifiable information about plot holders, members, or community partners
- Legal or contractual matters. Lease agreements, legal correspondence, or formal organisational documentation
AI Image Generation Guidelines
When AI Images May Be Used
AI-generated images may only be used when original photography is unavailable and the image serves an illustrative or decorative purpose.
Restrictions on AI Images
AI image generation must never be used to create:
- Images depicting any real person, including ECA members, volunteers, partners, or public figures
Labelling Requirement
All AI-generated images must be clearly identified as such through alt text (e.g., “AI-generated image of…”).
Human Oversight and Review
The Human-AI Collaboration Model
AI is used as a collaborative tool, not a replacement for human judgement. Our process involves:
- Human input: Team members provide detailed information, context, and requirements
- AI draft: AI tools generate initial content based on provided information
- Human review: Committee members thoroughly review AI output for accuracy, tone, and alignment with ECA values
- Iteration: Content is refined through feedback until it meets our standards
Tasks That Remain Fully Human
- Final review and approval of all content before publication
- All communications with external entities, partners, and stakeholders
- Decision-making on organisational matters
- Provision of feedback on AI outputs
Data Protection and Privacy
Personal Data
No personal data belonging to plot holders, members, volunteers, or community partners is ever shared with AI tools. This includes names, contact details, addresses, or any information that could identify an individual.
Training Data
For the purpose of training AI tools to understand ECA’s context and voice, we use only:
- Our own organisational experience and knowledge
- Publicly available content from our website and social media platforms
- Previous AI-generated outputs that have been approved for use
Platform Awareness
Those using AI tools on behalf of ECA are responsible for staying informed about the data handling and privacy policies of the platforms they use.
Incident Response
Data Misuse or Accidental Disclosure
If personal or sensitive data is accidentally shared with an AI platform:
- Immediately delete the AI chat conversation
- Submit a full data deletion request to the AI platform
- Follow ECA’s data handling protocol for reporting and remediation
Problematic AI Output
If AI generates content that is factually incorrect, inappropriate, misleading, or otherwise problematic:
- Do not publish or share the content
- Escalate the matter to the Chairperson and Digital Communications & Community Officer
- The responsible officers will evaluate whether content deletion or further action is required
Governance and Accountability
Responsible Officers
The Chairperson and Digital Communications & Community Officer are jointly responsible for:
- Approving new AI use cases
- Approving new AI platforms for use
- Overseeing compliance with this policy
- Handling escalated incidents
New Use Case Approval
Any proposed new use of AI tools not covered by this policy must be approved by the ECA Committee before implementation.
Policy Review
This policy will be reviewed and updated:
- When there are significant changes to AI platform policies or terms of service
- When new AI use cases are identified and require policy coverage
Values Alignment
AI tools used by ECA are configured with our organisational context, including our mission, vision, and values. This ensures that AI-assisted content reflects:
- Our commitment to inclusion and welcoming all members of the community
- Our focus on sustainability and organic growing practices
- Our warm, community-focused tone of voice
- Our goals of enhancing lives socially, mentally, and physically
Transparency Statement
ECA is committed to transparency about our use of AI tools. As a volunteer-led non-profit organisation, we use AI to support our capacity while maintaining human oversight and our authentic community voice.
We communicate our AI use through:
- Labelling AI-generated images in alt text
- Making this policy publicly available
- Being open with our community about how we work
Capacity Building
ECA is committed to building AI literacy across our volunteer team. This includes providing access to training and courses to ensure that those using AI tools do so effectively, responsibly, and in accordance with this policy.
| Approved by: | ECA Committee |
| Date: | [To be completed upon approval] |
Download
You can download the full policy and application form below: