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Vivid Array Ethical AI Statement & AI Usage / Governance Disclosure

Brand: Vivid Array
Legal Entity: Experience Innovation Consulting Inc. (Alberta, Canada) operating under the trade name “Vivid Array”
Privacy Contact: privacy@vividarray.com
General Contact: hello@vividarray.com
Mailing Address: 4831 Nelson Rd. NW, Calgary, AB, T2K 2M1, Canada
Effective Date: January 8, 2026


Version: 1.0

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1) Purpose

This statement explains how Vivid Array uses AI-enabled tools in service delivery and internal operations, and the governance principles we apply to keep that use ethical, secure, and accountable.

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2) How We Use AI

We may use AI-enabled tools to support work such as:

  • drafting, editing, and improving marketing content and campaign assets

  • summarizing meetings and producing action items (where recording/transcription is used)

  • organizing and analyzing information for planning and reporting

  • supporting outreach operations (e.g., segmentation and sequencing)

  • assisting with performance analysis and insight generation

AI is used as an enablement layer. Final decisions, approvals, and client-facing deliverables remain subject to human review appropriate to the use case.

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3) Human Oversight and Accountability

We apply human oversight to:

  • validate key claims and high-impact messaging

  • review outputs for accuracy, relevance, and quality

  • avoid misleading statements or unsupported performance promises

  • ensure deliverables align with client instructions and brand requirements

We do not represent AI outputs as professional advice (legal, accounting, medical, etc.). If specialized advice is required, we recommend engaging qualified professionals.

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4) Transparency

We aim to be transparent about material AI involvement. If a client wants:

  • restrictions on specific tools, or

  • disclosure of AI usage practices for a specific engagement,

we will address those requirements contractually and operationally where reasonable.

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5) Data Protection and Confidentiality

We treat client information as confidential and apply safeguards appropriate to the sensitivity of the data.

Key practices include:

  • minimizing data shared with tools to what is necessary for the task

  • using client-owned systems/workspaces where feasible

  • limiting access using least privilege and role-based permissions

  • using secure storage locations and approved collaboration methods

  • applying vendor controls and contractual protections where applicable

Clients can request tool restrictions for their engagement where reasonable, including limiting the categories of data used with certain tooling.

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6) Security Controls

We use security controls intended to reduce risk, including:

  • multi-factor authentication (MFA) for systems used in delivery and data access

  • controlled access provisioning and timely offboarding of users and subcontractors

  • secure credential handling practices

  • incident response processes and internal governance policies

Where heightened protection is appropriate (for example, access to critical systems or sensitive client workspaces), we use stronger authentication practices and operational controls.

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7) Fairness, Bias, and Ethical Marketing Use

We take steps to reduce risks such as:

  • biased targeting assumptions or discriminatory outcomes

  • inappropriate use of sensitive personal information

  • manipulative or misleading messaging practices

  • “black box” decision-making that cannot be explained or justified

We encourage clients to avoid using sensitive personal information for targeting unless there is a lawful basis and a clear ethical rationale. Where client instructions present unacceptable risk, we may propose alternatives or decline execution.

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8) Quality and Reliability Safeguards

AI tools can produce incorrect, incomplete, or outdated outputs. We manage this risk by:

  • applying human review commensurate with impact

  • validating critical facts, offers, pricing, and claims before publication

  • using structured workflows for approvals and version control where feasible

  • documenting assumptions and dependencies in client-facing planning artifacts when appropriate
     

9) Subcontractors and AI Use

We may use subcontractors to support delivery. Where subcontractors have access to client systems or data, we require:

  • confidentiality obligations

  • security controls appropriate to their access level

  • adherence to client instructions and governance requirements

  • restrictions on tool usage where contractually required
     

10) Client Choices and Opt-Out Options

Clients may request:

  • no meeting recording/transcription for their meetings

  • restrictions on AI tools for their engagement

  • additional approval steps for AI-assisted drafts or outputs

We will make reasonable efforts to accommodate these requests and document agreed controls.
 

11) Questions or Concerns

If you have questions about our AI practices or want to request engagement-specific controls, contact:

Privacy: privacy@vividarray.com
General: hello@vividarray.com
Mail: 4831 Nelson Rd. NW, Calgary, AB, T2K 2M1, Canada

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