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Usage Policy
Artificial Intelligence

​CATÉGORIE II : POLITIQUE 9

Date d'entrée en vigueur : 01 octobre 2025

Version : v3.0

Applicable à : Tous les membres de l'équipe NexaRH.

Juridictions couvertes : Canada (Québec), France, États-Unis et toute juridiction où NexaRH opère pour ces clients internationaux.

Support for remote work to ensure effective and secure collaboration.

 

9.1 Context and Position of NexaRH

NexaRH is a consulting firm specializing in HR Tech and AI applied to HR. The use of generative AI is a normal and encouraged component of our practice, provided it is exercised with rigor, transparency, and discernment. This policy is aligned with the European Union's AI Act (applicable from 2025-2026), the Office of the Privacy Commissioner of Canada's guidelines on AI, and emerging best practices in AI governance.

 

9.2 Approved AI Tools

  • NexaRH maintains an up-to-date list of approved AI tools.

  • Using an unapproved tool in a professional context constitutes Shadow AI and is prohibited.

  • At the time this policy was adopted, the approved tools were all tools with a professional-level paid license.

 

9.3 Rules of Use

 

What is allowed:

  • Use for writing, research, synthesis, idea generation and analysis, provided that the results are validated and corrected.

  • Use with anonymized or non-confidential data.

  • Declaration of the use of AI to the client when it constitutes a significant part of a deliverable.

 

What is prohibited:

  • Entering confidential customer information into any AI tool without a contractual guarantee of data non-training.

  • Use of unapproved AI tools with business data ().

  • Presenting AI-generated results as resulting from exclusive human analysis, without mention.

  • Production of deliverable goods by AI without human critical review.

9.4 Shadow AI: Risks and Prevention

  • "Shadow AI" refers to the undeclared and unauthorized use of AI tools in a professional context. Its risks include: leaks of confidential information to third-party servers, training of models with customer data, and violations of Law 25/GDPR.

  • NexaRH is committed to regularly training its employees on these risks and maintaining an attractive list of approved tools.

 

9.5 Human Responsibility and Judgment

AI is a tool for amplification, never for delegating judgment. Every deliverable signed by NexaRH carries its professional responsibility, regardless of the tool used. Qualified human judgment constitutes the "First and Last Human Mile" of every project.

 

9.6 Update

This policy will be reviewed at least every 12 months, given the rapid evolution of AI technologies and the applicable regulatory framework.

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