Responsible Use of AI Tools at MFM
Artificial intelligence tools such as ChatGPT, Claude, Google Gemini and Perplexity are increasingly part of everyday work. Used appropriately, they can help with drafting, summarising, structuring ideas and improving clarity.
At the same time, MFM manages confidential grower, partner and operational information. Clear boundaries ensure we use these tools responsibly and protect the trust placed in us.
What AI Tools Can Be Used For
AI tools may be used to support tasks such as drafting or refining written communications, summarising documents, reformatting reports, brainstorming ideas or structures, clarifying language, and preparing general research summaries.
AI should be treated as a drafting assistant — not a decision-maker.
What Must Not Be Entered
Do not enter confidential, commercially sensitive or personally identifiable information into public AI tools.
This includes grower financial information, individual farm performance or yield data, pricing structures or contract terms, lease arrangements, investor details, incident or insurance matters, unreleased strategic plans, and personal information relating to team members, growers or contractors.
Do not upload farm photographs, site maps, scanned documents or any files containing internal information unless expressly approved.
If you would not publish it publicly, do not paste or upload it into a public AI tool. When in doubt, pause and ask.
Platforms
Team members may use commonly available AI tools including ChatGPT (OpenAI), Claude (Anthropic), Google Gemini and Perplexity. Free versions should be used with caution. We may review preferred platforms over time as enterprise options evolve.
Privacy Settings — What To Do on Each Platform
These steps should be completed before using any AI tool for work-related tasks.
ChatGPT (OpenAI) Go to Settings → Data Controls → turn off “Improve the model for everyone.” Also turn off Memory if enabled, or regularly clear it. Do not save work conversations to your history.
Claude (Anthropic) Go to Settings → Privacy. Claude does not retain memory between conversations by default, but avoid uploading files containing internal information. Log out on shared devices.
Google Gemini Go to My Activity → turn off Gemini Apps Activity. This prevents conversations being saved and reviewed. Do not connect Gemini to your Google Drive unless approved.
Perplexity Go to Settings → turn off “AI Data Usage” to opt out of training. Avoid the file upload feature for any internal documents.
On all platforms: use strong passwords, enable two-factor authentication where available, and log out on shared devices.
Review and Verification
All AI-generated content must be reviewed before use. Team members are responsible for checking factual accuracy, removing speculation or unsupported claims, ensuring tone aligns with MFM standards, and confirming no confidential information has been included.
AI outputs must not be relied upon for legal, financial, agronomic or compliance advice without independent verification.
