The short version
- Use only company-approved AI. By default, that is Claude. Colleagues in mainland China may use Doubao Work (豆包工作) on a company-managed Team or Enterprise subscription instead. Any other dedicated AI tool must be a company-managed business or team plan and needs special approval before you use it with non-public company data. Apply through the Special Approvals Application worksheet.
- Confidential information goes only into approved AI (Claude, Doubao Work Team or Enterprise in mainland China, or another tool the AI Manager has approved), and even there it is handled carefully.
- Everyday tools that include AI features (Canva AI, Grammarly, DeepL, Copilot or Gemini in office apps, and similar) may be used for public material. For confidential material, use them only if they are on the approved list and you are signed in with a company account.
- AI agents and connectors that access company systems (email, Drive, Mingdao and similar) must go only through Claude or other approved AI team/business tools.
- New assets created in dedicated AI tools are made only in Claude or another pre-approved AI.
- Every project in an approved AI that holds uploaded documents or artifacts must have AI Manager Alex Krasnov added to it.
- In any AI tool that handles company information, select the option that stops your data being used for AI training, if available.
- Anything created from or using AI is the property of the company.
1The three rules
1
Confidential data stays in approved AIContracts, salaries, unpublished drafts, campaign plans, prices not yet announced, and any non-marketing information about students, teachers, partners, providers or colleagues is confidential. It may only be used in approved AI (Claude by default, Doubao Work Team or Enterprise in mainland China, or another tool approved by the AI Manager), and even there it must be handled carefully (see section 3).
2
Public data can be used more freelyPublic material such as marketing, brand and design content can be used in Claude, in other company-managed business or team AI tools, and in everyday tools that merely include AI features.
3
New assets in dedicated AI tools are created in approved AI onlyAny new asset, artifact or other material created in a dedicated or primary AI tool (such as Claude) is created only in a pre-approved AI. Creating public marketing visuals in Canva and similar everyday tools — which are not primarily AI tools — is fine under Rule 2.
2Which rule applies?
| Type | Examples | Where AI is allowed |
|---|---|---|
| Confidential | Contracts and agreements; salaries and pay; student information (applications, ID documents, payments, progress, feedback); information about teachers, partners, providers and colleagues; unpublished drafts, campaign plans and prices not yet announced; any other internal, non-marketing business information. | Claude, Doubao Work Team or Enterprise (mainland China), or another AI approved by the AI Manager, using your company account, handled carefully. |
| Public | Published marketing copy, brand and design material, public website content, social media posts. | Claude, other company-managed business or team AI, or everyday tools with built-in AI features. |
| New assets | Anything you create in a dedicated AI tool that did not exist before: documents, program outlines, tests, web pages, artifacts, images, code. Public creative work in Canva and similar everyday tools falls under Rule 2. | Claude, Doubao Work Team or Enterprise (mainland China), or another pre-approved dedicated AI. |
Rule of thumb: if you are not sure whether something is public, treat it as confidential. Unpublished drafts and prices not yet announced are confidential until they are released.
3Handling confidential data in approved AI
Claude, Doubao Work Team or Enterprise (in mainland China) and any other AI the AI Manager has approved are the approved places for confidential material, but “approved” does not mean “careless”. Please:
- Use your company account only. Never a personal account, even if it is the same product.
- Share only what the task needs. Remove or replace names, ID numbers and contact details when the task does not require them.
- Never enter passwords, API keys, or bank or card numbers into any AI tool. There is no exception.
- Keep other highly sensitive items to the minimum. Enter passport or ID numbers and health information only into approved AI, and only when the task truly needs them. Take extra care with information about minors (camps, school trips, high school programs): photos, ID copies, health or allergy details and parents’ contact details.
- Do not share chats, files or links outside LTL.
- Check the output yourself. AI can make mistakes, especially with contract terms, numbers and legal or regulatory points. Review before anything goes to a student, partner or provider.
- Keep the final record in LTL’s own systems (such as Mingdao), not only in an AI chat.
- AI supports decisions; people make them, especially for decisions about colleagues, teachers and students.
Projects in approved AI tools
Any project you create in a pre-approved AI tool (such as a Claude project) that contains uploaded documents, artifacts or other files must have AI Manager Alex Krasnov added to it. Add him when you create the project, before you upload anything. This lets us see what is stored where and keep it protected.
4Using AI tools other than Claude
- Before using any other dedicated AI tool with non-public company data, get special approval first. Ask before you start, not after. First check what you are already permitted to use. To request a new AI tool or new AI permissions, apply through the Special Approvals Application worksheet (not by email).
- Any other dedicated AI tool must be a company-managed business or team plan. Free versions and personal consumer plans (for example a personal Plus plan) do not qualify.
- For genuinely public material, you may also use other company-managed business or team AI tools (Rule 2). The confidential-data approval path is not required, but free or personal accounts of dedicated AI tools are still not allowed.
- Everyday tools with AI features (Canva AI, Grammarly, DeepL, Copilot or Gemini inside office apps, and similar) may be used for public material; a free account is fine for that. They are not “other AI tools” in the Rule 1 sense, but the rule about the data still applies: do not put confidential material into them (for example, a contract or a student document pasted into a translation tool) unless the tool is on the approved list, and then only with a company account.
- AI agents and connectors that are given access to company systems (email, Drive, Mingdao and similar) must go only through Claude or other approved AI team/business tools. Personal consumer AI agents are not allowed.
- Doubao Work (豆包工作) in mainland China. Colleagues in mainland China may use Doubao Work on a company-managed Team or Enterprise subscription as an approved AI, in the same way Claude is used elsewhere. Free and personal Doubao accounts are not allowed. Any other Chinese-language AI tool needs approval through the Special Approvals Application worksheet.
- AI meeting notes and transcription (Zoom, Teams, Google Meet, notetaker apps): tell the participants before you record or transcribe. Do not use them in meetings about salaries, HR matters, contracts or the welfare of individual students unless the AI Manager has approved the tool for this. Do not let third-party notetaker bots join company meetings.
- Personal AI features on your phone or in chat apps (phone keyboards, WeChat AI and similar): do not use them with company information.
- Building AI integrations (for example connecting Claude to Mingdao): only people named by the AI Manager may build them. Keep keys in a secure secrets store, never in chats, documents or workflow text. Give each integration only the access and the fields it needs, and have a person approve anything it sends out or any record it changes.
5Training, ownership and content rules
- Opt out of AI training. In any AI tool that handles company information (including company-managed business or team plans), select the option that prevents your data from being used for AI training, if the tool offers one.
- The company owns what AI helps create. Any artifacts, assets or materials created from or using AI are the property of the company.
- Add your own work and keep your drafts. In many countries, material produced purely by AI may not be protected by copyright. Review and edit AI output, and keep your drafts and sources.
- Check licences before uploading third-party content. Publisher textbooks, exam materials and other licensed content may not be allowed to be uploaded to AI tools. Check the licence first.
- Use only the official LTL logo and Lex the Lion files. Never ask AI to redraw, restyle or alter them.
6Accounts, devices and leaving LTL
- Use company accounts for work AI. Do not use personal accounts for company work.
- Prefer company devices for confidential work where that is practical.
- When you leave LTL or change role: your company AI access is removed or changed, and your projects are handed over to the AI Manager. Do not keep work chats or files in personal apps or accounts.
7Quick do and don’t
| Do | Don’t |
|---|---|
| Use your company account on an approved AI for anything confidential. | Paste contracts, salaries or student details into any unapproved AI tool. |
| Remove names and ID details when the task does not need them. | Use a free or personal (consumer) AI chatbot account for non-public company information. |
| Create new documents, tests, pages and other assets in Claude or another pre-approved dedicated AI. | Create new assets in an unapproved dedicated AI tool. |
| Review AI output before sending it on. | Send AI output to students, partners or providers unchecked. |
| Add AI Manager Alex Krasnov to every project that contains uploaded files or artifacts. | Keep a project with company files private to yourself. |
| Ask when you are unsure, before you start. Apply through the Special Approvals Application worksheet before using a new dedicated AI tool. | Assume a tool is fine because a colleague uses it. |
| Select the no-training data option in any AI tool that holds company information. | Leave company data open to AI training when the tool offers an opt-out. |
| Use AI agents and connectors to company systems only via approved team/business AI. | Connect a personal consumer AI agent to company email, Drive or Mingdao; or leave company data in personal accounts after you leave. |
| Tell participants before you record or transcribe a meeting with AI. | Enter passwords, API keys, or bank or card numbers into any AI tool, ever. |
8If something goes wrong
If you paste confidential information into the wrong tool or account, share a link by mistake, send AI output to the wrong person, or an AI agent does something you did not expect, tell AI Manager Alex Krasnov the same day (alexander@ltl-school.com). Do not try to delete it quietly yourself first without reporting. Mistakes happen; speed matters more than blame. Reporting early gives us the best chance to limit the damage, for example by deleting the data or changing a password.
9Consequences
Breaches of these AI guidelines will be dealt with seriously. The rules are here to protect company information and the trust of our students and colleagues.
10Approvals, questions and updates
AI tools and their terms change quickly, so these guidelines will be reviewed at least every six months, and new colleagues are introduced to them when they join. To request a new AI tool or new AI permissions, apply through the Special Approvals Application worksheet. If you are unsure whether something is allowed, first check what you are already permitted to use. For other questions, ask AI Manager Alex Krasnov. If a translation differs from the English version, the English version applies.
