AI Use Statement

This statement outlines how the Bottomline Group uses Artificial Intelligence (AI) in its products and services, ensuring all AI capabilities are secure, compliant, ethical, and aligned with our business values. 

Scope

This policy applies to AI used in Bottomline’s customer facing products and support services. It does not apply to internal only AI use. 

Definitions

• Artificial Intelligence (AI): Technology that mimics human intelligence, including learning, reasoning, and problem solving.
• Machine Learning (ML): A branch of AI that trains algorithms to automatically learn patterns from data and make predictions or decisions without explicit programming.
• Generative AI: AI that creates new content such as text, images, or data.

Acceptable Use

AI may be used when it follows this policy, including:

• As part of our products and services
• To support product development and customer support
• For content or image creation
• For data analysis

Prohibited Use

AI must not be used to:

• Enter, process, or share data without prior risk review and approval
• Bypass security or fraud prevention controls
• Make automated decisions without human oversight when decisions impact customers or the customers of Bottomline’s customers
• Generate biased, harmful, or unethical content
• Violate laws, regulations, or industry standards

AI Use Requirements

• Approved Tools: Only approved AI tools may be used for production or sensitive data.
• Security: AI use must follow company security policies and standards.
• Privacy & Compliance: All AI use must protect personal data and comply with applicable laws.
• Ethical Use: AI must avoid harm, bias, and unfair treatment.
• Transparency: AI-driven decisions should be explainable when feasible.
• Human Oversight: Human review is required where decisions may affect customers.
• Fair Usage: AI services must enforce defined usage limits and safeguards, including capacity controls, throttling, and abuse prevention mechanisms
• Logging: Customer interactions with AI systems must be logged to support security monitoring, quality assurance, and auditability, in accordance with applicable standard and regulations.

Governance & Oversight

• Training: Ongoing training and awareness for responsible AI use
• Risk Assessments: All AI use cases require risk evaluation
• Incident Reporting: Any policy violation must be reported immediately to Security and Compliance