Boys and Girls Village

Boys & Girls Village Artificial Intelligence (AI) Use Policy

1. Purpose

Artificial Intelligence (AI) tools offer powerful ways to improve efficiency. However, public AI platforms can pose significant privacy and confidentiality risks. To protect BGV data and ensure compliance with HIPAA, this policy establishes the approved use of AI at our agency and prevents disclosures that could result in violations or fines.

2. Approved AI Tool & Access Instructions

BGV has approved Google Gemini as the sole AI tool for general staff use. This platform is vetted for security and compliance only when you are logged in with your BGV credentials.

Accessing Google Gemini:

Step 1: Use the link below and verify your account (check the top-right corner to ensure you are signed in with your BGV Google account, not a personal one. If needed, sign out of your personal account first).

Google Gemini


Step 2: Follow the BGV login process if prompted.

Enter your BGV email address and click Next. You will be redirected to the Microsoft sign-in page; enter your BGV credentials and approve the Duo notification. On the "Stay signed in?" screen, select Yes for future convenience.

3. Critical Usage Rules

  • Never enter any confidential or personally identifiable information (PII) related to BGV clients, staff, or business operations into any AI tool except the BGV Approved AI Tool. This includes names, dates of birth, diagnoses, case notes, financial data, or any other protected information. Even when using the BGV Approved AI Tool, only include PII when it is necessary and appropriate.

  • Approval Required for Other Tools: The use of any AI tool other than the BGV Approved AI Tool (e.g., ChatGPT, Microsoft Copilot) for any work-related tasks is prohibited without prior written approval.

4. How to Request an Exception

If you believe a different AI tool is necessary for your work, you must submit a formal request to the Quality Department. Please email your detailed proposal, including the business case and intended use, to: BGV-QADepartment@bgvillage.org or Josh Clemens (clemensj@bgvillage.org)