Voyages Encore Travel Inc. ("Encore") maintains an Artificial Intelligence Acceptable Use Policy (the “Policy”) highlights the unique issues raised by AI, helps employees understand the guidelines for its acceptable use, and protects Encore’s confidential or sensitive information, trade secrets, intellectual property, workplace culture, commitment to diversity, and brand.
Any questions related to this policy can be directed to the Service Desk.
Approve and enforce compliance with this policy.
Answer all questions or comments related to this policy.
Manage and review this policy at least annually.
Collect evidence as required.
Understand that AI may be useful but are not a substitute for human judgment and creativity.
Understand that many AI is prone to “hallucinations,” false answers or information, or information that is stale, and therefore responses must always be carefully verified by a human.
Immediately inform the Service Desk (servicedesk.encore.ca) when you have used a non-approved AI tool to help perform a task.
Only AI tools which have been approved by the IT team are permitted. Refer to the list of approved AI tools for the up-to-date list of tools that are vetted and permitted for use. If you have an AI tool that you’d like to use (free and open source, internally built, procured and paid for, etc.), please get in touch with the Service Desk to get an approval and if approved, the list of approved AI tools will be updated accordingly.
Verify that any response from a AI tool that you intend to rely on or use is accurate, appropriate, not biased, not a violation of any other individual or entity’s intellectual property or privacy, and consistent with Encore’s policies and applicable laws.
In all cases, use should be consistent with the Acceptable Use Policy.
Use of AI which does not have an IT approval cannot use any personal, confidential, proprietary, or otherwise sensitive information.
Use of AI cannot use any PII: this would include but not be limited to individual’s names, addresses, email addresses, credit card information, telephone numbers. It must also exclude any travel data that has not been anonymized to prevent it from being directly or indirectly linked to a client.
Example 1: if client information is contained in a spreadsheet or other dataset, any columns or fields that include PII or non‑anonymized travel details must be removed or replaced with anonymized or aggregated values before the data is used in any AI process.
Example 2: instead of using a record such as “Client 12345’s trip from London to Paris on 3 March at 08:00 on Flight AB123,” the data should be anonymized or aggregated. This could mean storing information as “a client trip from London to Paris in early March” or “30 client trips between London and Paris during March,” ensuring that no travel information can reasonably identify or be traced back to a specific client.
Do not use AI-generated content that includes or imitates copyrighted material. AI may not be used for any activity that would be illegal, fraudulent or a violation of any state or federal law, or company policies.
The use of AI-generated code (commonly called ‘vibe coding’) is not permitted to be used with the zii platform, our API’s, our internal data warehouses, or any other internal source of PII without following our best-practice code review process.
Do not use AI to make or help you make employment decisions about applicants or employees, including recruitment, hiring, retention, promotions, transfers, performance monitoring, discipline, demotion, or terminations.
Do not upload or input any confidential, proprietary, or sensitive Company information into AI .
Examples include passwords and other credentials, protected health information, personnel material, information from documents marked Confidential, Sensitive, or Proprietary, or any other nonpublic Company information that might be harmful to Encore if disclosed. This may breach your or Encore’s obligations to keep certain information confidential and secure, risks widespread disclosure, and may cause Encore’s rights to that information to be challenged.
Please be aware that the use of generative AI tools is resource intensive and will have a large impact on the environment. Processing a single ChatGPT query consumes ten times as much electricity as a Google search, while image-generating tasks are even more energy-intensive. Please be mindful of this when using these tools.
The IT Department will actively monitor and/or block third-party A.I. tools through various internal controls.
The Information Security Office will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits. All those found in policy violation may be subject to disciplinary action, up to and including termination.
“Employee” – means all salaried and hourly paid Employees including the Steering Committee, Contractors, Consultants, Temporaries, Interns, Agents and other workers at Voyages Encore Travel Inc., including all personnel affiliated with third parties. Can be referred to by the pronoun ‘their’, ‘they’ or ‘them’.
"Encore" – for the purpose of this policy, refers to Voyages Encore Travel Inc. and Encore Travel Americas.
“Generative Artificial Intelligence” (AI) – artificial intelligence capable of generating text, images or other data using generative models, often in response to prompts. Generative AI models learn the patterns and structure of their input training data and then generate new data that has similar characteristics.
“Hallucinations” – means false answers or information received from AI, or information that is stale, and therefore responses must always be carefully verified by a human.
“Steering Committee” – means the Chief Executive Officer; Chief Technology Officer; Vice President, Commercial Strategy; Vice President, Operations; Vice President, Product & Engineering; VP Finance & Administration; Vice President, Marketing
“Their”, “They” or “Them” – means the person or entity previously referred to.