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Birkman’s Responsible AI Usage Guidelines

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Kristina Norris
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Last Updated: May 12, 2026

Applies To: Birkman Certified Professionals (BCPs), customers, client organizations, contractors, consultants, and other authorized users of Birkman materials, reports, or assessment data.

Purpose

At Birkman, we recognize that AI tools can improve efficiency, communication, and productivity when used thoughtfully and responsibly. AI may be used to support administrative, organizational, and communication tasks when used in a manner that protects:

  • The scientific integrity of The Birkman Method®
  • Client privacy and confidentiality
  • Birkman intellectual property
  • Professional judgment and ethical coaching standards
  • Compliance with applicable global privacy and AI laws

These guidelines are designed to help Birkman Certified Professionals (BCPs), customers, consultants, and client organizations use AI in a way that protects client trust, maintains the integrity of The Birkman Method®, and supports high professional standards.

Core Principles

1. Human Expertise Comes First

AI can be a helpful support tool, but it does not replace the judgment, expertise, ethical responsibility, or relationship-building role of a Birkman Certified Professional.

All client-facing interpretations, recommendations, coaching guidance, and deliverables must be reviewed, approved, and ultimately owned by a qualified human professional.

2. Keep Birkman Data and Interpretations Accurate

Birkman assessments are scientifically developed and validated. AI-generated content must remain consistent with official Birkman materials and validated interpretations.

AI tools may:

  • Summarize
  • Reformat
  • Organize
  • Improve readability
  • Assist with drafting communications

AI tools may not:

  • Create new personality interpretations
  • Extend conclusions beyond official Birkman guidance
  • Re-score or re-diagnose assessments
  • Predict mental health outcomes, hiring outcomes, or career success
  • Present speculative or fabricated insights as fact

Any AI-generated content that conflicts with official Birkman materials must be corrected or discarded.

3. Protect Privacy and Confidentiality

Birkman assessment data and client information are sensitive and confidential.

Users must not input confidential client information, full reports, raw assessment data, questionnaire responses, or proprietary Birkman content into public or consumer AI platforms unless:

  • The platform has been approved for secure business use;
  • Appropriate contractual and privacy safeguards are in place; and
  • The use complies with applicable privacy laws and client agreements.

Where AI assistance is used, users should:

  • Minimize personal data shared with AI systems
  • Remove identifying information whenever possible
  • Use enterprise-grade or privacy-protected AI tools when available
  • Disable model training/data retention features when possible

Applicable laws may include, depending on the jurisdiction:

  • GDPR
  • UK GDPR
  • U.S. state privacy laws
  • International data protection laws
  • Emerging AI regulations, including the EU AI Act

4. Be Transparent and Professional

Clients should not be misled regarding the role of AI.

When AI materially assists with client-facing deliverables, BCPs should be prepared to disclose that AI-assisted drafting or organizational support was used and that all outputs were professionally reviewed.

BCPs remain fully responsible for:

  • Accuracy
  • Tone
  • Ethical appropriateness
  • Professional judgment
  • Compliance with Birkman standards

5. Use AI Fairly and Respectfully

AI tools can produce inaccurate, biased, or culturally insensitive outputs.

Users must not use AI in ways that:

  • Introduce political, ideological, or discriminatory interpretations
  • Apply stereotypes or protected-class assumptions
  • Use inflammatory, extreme, or absolute language
  • Undermine Birkman’s neutral and strengths-based approach

All AI-assisted content must remain professional, respectful, and aligned with Birkman’s people-first philosophy.

Appropriate Uses of AI

Examples of generally acceptable AI use include:

  • Drafting or editing emails
  • Summarizing meeting notes
  • Organizing coaching discussion points
  • Creating presentation outlines
  • Simplifying language for readability
  • Brainstorming training activities or examples
  • Drafting administrative communications
  • Formatting content for reports or presentations
  • Generating generic templates that are reviewed by a human professional

All outputs must be reviewed for:

  • Accuracy
  • Tone
  • Confidentiality
  • Consistency with official Birkman guidance

Uses That Are Not Allowed

The following uses are prohibited unless expressly authorized by Birkman in writing:

Client Data and Reports

Users may not:

  • Upload full Birkman reports into public AI systems
  • Upload raw assessment responses or scoring data
  • Input confidential client information into unsecured AI tools
  • Use AI systems that retain or train on client data without authorization

Interpretive or Clinical Functions

Users may not ask AI systems to:

  • Interpret personality profiles independently
  • Generate psychological or clinical conclusions
  • Provide hiring recommendations as if authoritative
  • Replace certified coaching or facilitation
  • Create “enhanced” or speculative personality insights
  • Act as an autonomous coach, counselor, or diagnostician

Intellectual Property Misuse

Users may not:

  • Reproduce proprietary Birkman content through AI in unauthorized ways
  • Use AI to reverse engineer Birkman methodologies
  • Create derivative assessment systems using Birkman materials

Unreviewed Client Deliverables

AI-generated content may never be sent directly to clients without human review and approval.

Human Review Is Required

A qualified human professional must:

  • Review all AI-assisted outputs before use
  • Verify accuracy against official Birkman materials
  • Exercise independent judgment
  • Correct inaccuracies, hallucinations, or biased language
  • Ensure context and nuance are preserved

If a user cannot explain or defend an AI-generated conclusion using official Birkman guidance and professional reasoning, the content should not be used.

Data Security Expectations

When using AI tools in connection with Birkman-related work, users should:

  • Use secure business or enterprise AI environments whenever possible
  • Follow company information security policies
  • Limit AI access to the minimum necessary information
  • Avoid storing client data in unapproved systems
  • Report suspected data exposure or misuse promptly

Organizations using AI in connection with Birkman data remain responsible for their own compliance obligations under applicable laws and contractual commitments.

Global Compliance and Evolving AI Regulations

Birkman recognizes that AI laws and regulatory expectations continue to evolve globally.

Users are expected to comply with:

  • Applicable privacy and data protection laws
  • Professional ethics obligations
  • Anti-discrimination requirements
  • Consumer protection standards
  • Emerging AI transparency and governance requirements

Where local laws impose stricter standards than this policy, the stricter standard applies.

Examples of Improper Use

The following examples illustrate prohibited or high-risk conduct:

  • Uploading a complete Birkman Signature Report into ChatGPT, Claude, Gemini, Grok, Perplexity, or similar public AI systems for “additional insights”
  • Asking AI to determine whether a person is suited for a particular job or leadership role based solely on Birkman results
  • Allowing AI to generate client interpretations without professional review
  • Using AI-generated language that exaggerates, stereotypes, or oversimplifies client traits
  • Presenting AI-generated analysis as official Birkman guidance

Quick Best Practices

DO

  • Use AI to support efficiency and communication
  • Review all AI-generated content carefully
  • Protect client confidentiality
  • Use secure AI platforms whenever possible
  • Keep interpretations aligned with official Birkman guidance
  • Maintain professional judgment and human oversight
  • Be transparent when AI materially assists deliverables

DO NOT

  • Upload full reports or raw client data into public AI tools
  • Rely on AI to interpret personality assessments independently
  • Allow AI to replace certified expertise
  • Send unreviewed AI-generated content to clients
  • Use AI outputs that contain speculation, bias, or unsupported conclusions
  • Assume AI-generated information is automatically accurate

Compliance and Enforcement

Failure to follow these guidelines may result in:

  • Revocation or suspension of certification privileges
  • Contractual remedies
  • Restriction of access to Birkman materials or systems
  • Additional training requirements
  • Other corrective action deemed appropriate by Birkman

Birkman reserves the right to update this policy as AI technologies, legal requirements, and industry standards evolve.

Final Thoughts

Responsible AI use means:

  • Client data stays protected
  • Birkman insights remain scientifically accurate
  • Human professionals remain accountable
  • Technology supports — but never replaces — trusted human expertise

Birkman embraces innovation while maintaining its longstanding commitment to integrity, privacy, professionalism, and people-first development.

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