AI Ethics & Governance Policy

Last Updated: January 2025

Preface

Synetecs, Inc. ("Synetecs," "the Company," "we," "us," or "our") is committed to the responsible design, development, deployment, and operation of artificial intelligence systems.

This AI Ethics & Governance Policy ("Policy") outlines the ethical principles, governance structures, and accountability mechanisms that guide our AI systems throughout their lifecycle.

This Policy applies to all AI-powered products, services, models, workflows, and internal tools developed or operated by Synetecs.

1. Core Ethical Principles

1.1 Fairness and Non-Discrimination

Synetecs is committed to building AI systems that treat individuals fairly and do not discriminate based on race, gender, age, religion, disability, or other legally protected characteristics.

• Bias testing is conducted across relevant demographic groups prior to deployment
• Diverse and representative data sources are used where feasible to reduce systemic bias
• Regular audits assess model performance across subgroups
• Technical and procedural mitigations are applied when bias is identified

1.2 Transparency and Explainability

Users have the right to understand when and how AI systems are used in decision-making processes that affect them.

• Clear documentation of model capabilities, limitations, and intended use cases
• Explanations for AI-assisted decisions in high-impact or high-risk contexts
• Audit logs capturing inputs, outputs, and timestamps for accountability
• Disclosure of AI involvement versus human decision-making where applicable

1.3 Privacy and Data Protection

Synetecs applies privacy-by-design principles across all AI systems.

• Collection of data is limited to what is necessary for service delivery
• Data is encrypted in transit and at rest using industry-standard safeguards
• Customer data is not used for model training without explicit authorization
• Users may request deletion of their data in accordance with applicable law

1.4 Accountability and Oversight

Clear accountability is maintained for AI system behavior, outputs, and outcomes.

• Human-in-the-loop controls are applied to critical or high-impact decisions
• Defined governance roles oversee AI development and deployment
• Formal incident response procedures address AI failures or misuse
• Continuous monitoring detects anomalies and performance degradation

1.5 Safety and Reliability

AI systems must be robust, secure, and reliable throughout their operational lifecycle.

• Adversarial and red-team testing prior to deployment
• Documented failure mode and risk analysis
• Graceful degradation and user notification when limitations arise
• Version control and rollback mechanisms for deployed models

1.6 Societal Impact

Synetecs considers the broader societal implications of AI deployment.

• Optimization for energy efficiency and reduced environmental impact
• Promotion of AI systems that augment, rather than replace, human work
• Support for low-resource languages and underserved communities
• Restrictions on dual-use applications that may cause harm

2. Governance Framework

2.1 AI Ethics Board

Synetecs maintains an internal AI Ethics Board composed of technical leaders, domain experts, and governance stakeholders.

The Board reviews high-risk AI deployments, evaluates ethical concerns, and updates internal standards in response to emerging best practices and regulatory developments.

2.2 Risk Assessment Process

All AI systems undergo risk classification prior to deployment:

• Low Risk: Standard deployment with baseline monitoring
• Medium Risk: Enhanced testing, bias audits, and human oversight
• High Risk: Ethics Board review, potential external audit, and continuous monitoring

2.3 Incident Response

When AI systems behave unexpectedly or cause harm, Synetecs investigates root causes, implements corrective actions, notifies affected stakeholders where appropriate, and updates safeguards to prevent recurrence.

3. Prohibited Use Cases

Use of Synetecs AI systems is strictly prohibited for:

• Surveillance or tracking without lawful basis or consent
• Discriminatory decision-making in areas such as hiring, lending, or housing
• Autonomous weapons or military applications
• Manipulation, deception, or misinformation campaigns
• Generation of illegal, abusive, or harmful content

4. Continuous Improvement

AI ethics and governance are evolving disciplines. Synetecs regularly reviews and updates this Policy to reflect new research, regulatory guidance, and stakeholder feedback.

We welcome input from customers, partners, researchers, and civil society organizations.

5. Contact Information