Square 9 Ethical AI Policy

Effective: March 1, 2025

Overview

At Square 9 Softworks, we are committed to developing and deploying Artificial Intelligence (AI) solutions that enhance efficiency, productivity, and user experience while upholding ethical, transparent, and responsible AI practices. Even before releasing any systems enabled with AI, Square 9 has prioritized responsible AI innovation and aligned with core standards and best of breed technology providers to build and operate our AI services. This policy outlines our principles and commitments to ensuring AI technologies serve our customers, employees and stakeholders in a fair, secure and accountable manner.

Core Principles of Ethical AI

  1. Fairness and Non-Discrimination

• • AI systems must be designed and trained to ensure fairness, avoiding bias based on race, gender, age, religion, disability or any other protected characteristic.

  2. Transparency

• • Square 9 is committed to making AI-Driven decisions understandable to users. We strive for transparency to ensure customers know when AI is used and how it can impact outcomes.

  3. Accountability and Oversight

• • Employees developing AI solutions will follow established best practices and comply with applicable regulations and ethical standards.

  4. Privacy and Data Protection

• • Square 9 will ensure that all of its AI solutions adhere to the core principles of our IT Security and data confidentiality programs.
  • Personal and sensitive data processed by AI systems will be handled with strict security measures to ensure confidentiality and prevent unauthorized access or misuse.
  • AI Applications will be designed to minimize data collection.
  • Where third party AI providers are used, Square 9 will ensure the provider meets or exceeds Square 9’s standards for security and confidentiality.

  5. Selecting Best of Breed AI Providers

• • Square 9 Softworks partners with best of breed AI technology providers to ensure our solutions incorporate the most advanced, ethical and secure capabilities available.
  • AI providers must demonstrate adherence to Square 9’s Core Principles of Ethical AI and compliance with regulatory standards such as SOC 2 and HIPAA or maintain adequate controls for IT security and data confidentiality.
  • Square 9’s vendor management program incorporates a rigorous evaluation process for all vendors onboarded, including those that provide AI solutions. It encompasses:
    • A required minimum number of competitive options available to find the best of breed vendor
    • Analysis of Dun and Bradstreet report or audited financial statements
    • Review of SOC 2, HIPAA, and other applicable compliance audits
    • Examination of internal policies and procedures relating to IT security, data confidentiality and ethical AI in the absence of certified compliance audits
    • Evaluation of service level agreements to ensure they align with the commitments we have to our end customers
    • Annual review to ensure vendors continue to meet or exceed their service commitments

Implementation

• All employees and contractors working with AI technologies at Square 9 are required to adhere to this policy.
• Regular training will be provided to ensure ethical AI principles are upheld across the organization.
• Compliance with this policy will be reviewed annually and necessary adjustments will be made to align with emerging ethical AI guidelines, laws and industry standards.

If you have questions to report regarding this policy or about the security practices of Square 9 Softworks, please contact us by email: privacy@square-9.com or by mail at:

Square 9 Softworks
Attn: Privacy Team
127 Church Street
New Haven, CT 06510