Artificial Intelligence (AI)
Use Policy

Purpose

At Art Systems Canada, a provider of managed IT services, cybersecurity, and cloud solutions in Canada for more than twenty years, we integrate artificial intelligence (AI) into our practice to deliver smarter, faster, and more reliable technology solutions. This page explains how we use AI responsibly and transparently, and how our human expertise remains at the heart of every service we provide.

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Purpose and Scope of Our AI Policy

This policy explains how and within what framework Art Systems Canada uses artificial intelligence, both in our internal operations and in the delivery of our consulting, managed IT, cybersecurity, cloud, networking, web development, and IT project management services.

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It is intended for our clients, our partners, and anyone who wishes to understand our approach to responsible AI. It applies to all of our employees, subcontractors, and collaborators when they use AI tools in the course of their work.

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This policy does not replace our service agreements or our privacy policy; it complements them.

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Our Vision of Responsible Artificial Intelligence

We view AI as a tool that supports human expertise, not as a substitute for it. Our decisions and recommendations remain grounded in the judgment of our specialists. Our use of artificial intelligence is built on the following principles:

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• Human oversight — A qualified member of our team validates any AI-assisted work before it is delivered to a client or deployed in a production environment.
   

• Transparency — We inform our clients when AI plays a significant role in a service or deliverable, and we answer questions about it openly.
   

• Data protection — The confidentiality and security of our clients' data take precedence over any gain in efficiency.
   

• Reliability and quality — We verify the accuracy of AI-generated results rather than assuming they are correct.
   

• Fairness — We remain attentive to the biases that AI systems can introduce, and we correct results that reflect them.
   

• Accountability — Art Systems Canada remains fully responsible for the services it provides, regardless of the tools used to produce them.
   

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How Art Systems Canada Uses Artificial Intelligence

1. AI in Our Internal Operations

We may use AI to increase our efficiency, including to:

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• speed up the drafting and review of technical documents, proposals, and communications;
   

• summarize documentation, technical logs, or correspondence;
   

• support data analysis and reporting;
   

• assist with programming and code review.

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2. AI in the Delivery of Our IT Services

Artificial intelligence can contribute to several of our offerings:

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• Cybersecurity — anomaly detection, threat analysis, and proactive environment monitoring, complementing the oversight of our analysts.
   

• Managed IT and support — assisted diagnostics, automation of repetitive tasks, and incident prioritization.
   

• Cloud and networking — configuration optimization, performance analysis, and architecture recommendations, validated by our experts.
   

• Web development and search engine optimization (SEO) — support for design, content production, and ranking analysis, always reviewed by our team.
   

• IT project management — support for planning, documentation, and tracking.

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When a project relies significantly on AI, we discuss it with the client up front.

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3. AI-Assisted Diagnostics: Art Systems Canada's Expertise in Command

When a technology problem arises, every minute counts. That is why we put artificial intelligence to work from the diagnostic phase onward: it helps us quickly analyze large volumes of information — system logs, configurations, network signals, incident histories — so that probable causes and potential solutions surface sooner.

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That analytical power, however, never replaces our judgment. An Art Systems Canada expert remains in command at all times: it is our specialist who interprets the context, assesses the relevance of the hypotheses and solutions proposed by the AI, and decides how they apply to your environment. The AI suggests; our specialist validates, adapts, and decides.

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For our clients, this combination delivers a concrete advantage: faster and more rigorous diagnostics, without ever sacrificing the reliability and accountability that have built our reputation over more than twenty years.

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Human Oversight and Quality Control

No AI-assisted deliverable is sent to a client without first being reviewed by a qualified person. Our specialists assess the accuracy, relevance, and security of results, and take final responsibility for the work. AI supports our professional judgment; it never replaces it, particularly for decisions affecting a client's security, architecture, or business continuity.

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Protection of Personal Information and Confidentiality

Protecting our clients' data is central to our practice. To that end:

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• We do not submit personal, confidential, or sensitive information to external AI tools without appropriate safeguards and, where required, the client's consent.
   

• We favor AI tools that offer adequate contractual guarantees, particularly regarding the non-reuse of submitted data to train models.
   

• We handle personal information in accordance with Quebec's Act respecting the protection of personal information in the private sector ("Law 25") and applicable federal legislation.
   

• Where a decision based exclusively on automated processing could affect an individual, we ensure compliance with the information and rights obligations set out in law.
   

For full details, please consult our [privacy policy].

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Information Security

The AI tools we use are subject to the same security requirements as the rest of our infrastructure. We assess risks before adopting any new tool, limit access to what is strictly necessary, and monitor usage to prevent any leakage or misuse of data.

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Transparency and Disclosure

We believe our clients have the right to know how their work is carried out. On request, we clarify whether and how AI contributed to a service or deliverable. When AI is expected to play a decisive role in a project, we say so as early as the proposal stage.

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Third-Party AI Tools and Vendors

Some of the AI capabilities we rely on come from third-party vendors. Before integrating such a tool, we assess its reliability, its data protection practices, and its compliance with applicable laws. We remain responsible to our clients for the services delivered using these tools.

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Limitations of AI and Shared Responsibilities

AI is a powerful but imperfect tool. It can produce results that are inaccurate, incomplete, or ill-suited to a particular context. This is precisely why human oversight is at the center of our approach. We also ask our clients not to send us sensitive information without notifying us, so that we can apply the appropriate safeguards.

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Regulatory Compliance

We conduct our activities in compliance with the legal framework applicable in Quebec and Canada, in particular Law 25 and federal privacy legislation. To date, Canada does not have a dedicated federal AI law in force; a framework is, however, under development. We monitor these developments and adapt our practices accordingly. Where our services involve clients or markets subject to other regimes (for example, the European Union Artificial Intelligence Act), we take them into account.

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Governance and Accountability

Responsibility for this policy rests with [title of the responsible person, e.g., management or the privacy officer]. This person oversees its application, the training of our team, and the periodic review of our practices.

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Policy Updates

The field of AI and its regulation are evolving rapidly. We will revise this policy as needed and indicate the date of the most recent update. The latest version prevails.

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Frequently Asked Questions About Our Use of AI

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Does Art Systems Canada use AI to replace its experts? No. AI accelerates the diagnostic phase in particular, but an Art Systems Canada expert always remains in command: they assess the relevance of the proposed solutions and decide how to apply them.

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Is my data used to train AI models? We favor tools that provide contractual guarantees, particularly regarding the non-reuse of data for training, and we do not submit sensitive information to external tools without appropriate safeguards.

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Is your use of AI compliant with Law 25? Yes. We handle personal information in accordance with Quebec's Law 25 and applicable federal legislation, and we respect the obligations tied to automated decision-making.

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Does AI make your services faster? Yes. By supporting analysis and diagnostics, AI lets us identify the cause of a problem sooner and speed up resolution, while maintaining the rigor and reliability of our work.

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Contact Information

For any questions about this policy or our use of artificial intelligence:
contact: Marie-Josée Laplante
Email: MJLaplante@art-systems.net
Tel.: 1 514 279-7754

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Effective Date

This policy is effective as of November 2025 and was last updated on March 2026.