Hit Your Mark Media (“HYMM,” “we,” “us,” or “the Agency”) believes that artificial intelligence is a powerful creative tool — and with that power comes responsibility. We embrace AI to enhance the quality, efficiency, and creativity of the content we produce, including images, videos, graphics, presentations, blogs, case studies, whitepapers, and more.

This AI Acceptable Use Policy (“Policy”) establishes the standards, boundaries, and obligations governing how all HYMM personnel — including full-time employees, part-time employees, contractors, and subcontractors — may use AI tools and technologies in the course of their work for the Agency and on behalf of the Agency’s clients.

The purpose of this Policy is to:

• Define approved and prohibited uses of AI tools within Agency operations
• Protect the privacy, confidentiality, and security of client and patient data
• Preserve the Agency’s and its clients’ intellectual property rights
• Ensure all AI-assisted content complies with copyright, licensing, and brand standards
• Maintain transparency with clients and their audiences regarding AI involvement in content
• Define and limit the Agency’s liability exposure with respect to AI-generated content

This Policy applies to all individuals who perform work for or on behalf of Hit Your Mark Media, including but not limited to:

• Full-time and part-time employees
• Independent contractors and freelancers
• Subcontractors engaged through the Agency
• Temporary, seasonal workers, interns, and volunteers

This Policy governs the use of any AI tool — including but not limited to large language models (LLMs), generative image tools, video synthesis platforms, audio generation tools, AI-enhanced productivity software, and AI writing assistants — in connection with any HYMM business activity, client project, internal operation, or communication.

This Policy applies regardless of whether the AI tool is accessed on Agency-owned equipment, personal equipment, or third-party infrastructure. If you are performing work for HYMM, this Policy applies.

Not all AI tools are equal in how they handle sensitive data. HYMM distinguishes between tools approved for sensitive data and tools approved for general creative use. Personnel must understand and adhere to these distinctions at all times.

Verifying Commercial Licensing

Before submitting AI-generated content for client delivery or publication, the responsible employee or contractor must verify that the AI tool’s current terms of service explicitly permit commercial use of generated outputs. Licensing terms change; prior permission does not guarantee current permission. When in doubt, do not use the output commercially until confirmed.

HYMM maintains a Business Associate Agreement (BAA) with Google Workspace for our Hit Your Mark Media accounts, which provides the legal framework and technical safeguards required under HIPAA for the processing of protected health information.

What Constitutes Sensitive Data

• Protected Health Information (PHI) as defined by HIPAA
• Personally Identifiable Information (PII): names, addresses, emails, phone numbers, dates of birth, government IDs
• Client financial records, contracts, or proprietary business strategies
• Login credentials, API keys, or system access information
• Any data subject to a non-disclosure or confidentiality agreement
• Unpublished creative content or campaign strategy materials

Public AI Tools and Confidentiality Risk

Information submitted to public AI tools may be used for model training and could potentially be accessible to other users. Entering confidential data into such systems may constitute a breach of confidentiality obligations and, in certain cases, a violation of applicable privacy law. This risk is mitigated through our approved Google Workspace environment, which operates under the BAA.

Hit Your Mark Media retains full intellectual property rights to all work generated, designed, created, or produced by its employees and contractors during the course of their engagement with the Agency, whether or not AI tools were used in the creation process.

AI as an Instrument, Not an Author

AI tools used by HYMM personnel are instruments of production — analogous to a camera, a design application, or an editing suite. Under current U.S. copyright law, copyright protection vests in human creative expression. HYMM personnel who direct, curate, edit, and finalize AI-assisted work exercise the creative authorship that supports the Agency’s IP ownership in that work.

Employee and Contractor Assignment

All work created by employees within the scope of their employment constitutes work made for hire, owned by the Agency. All contractors and subcontractors are required, as a condition of engagement, to assign to HYMM any intellectual property rights in work created for the Agency, including AI-assisted work.

Copyright and Licensing Compliance

Compliance with third-party copyright, IP restrictions, and commercial licensing terms is non-negotiable and takes precedence over all other considerations. Personnel must not:

• Generate AI content that reproduces or is substantially derived from known copyrighted works
• Use AI-generated images, audio, or video in client deliverables without verifying commercial licensing
• Input third-party copyrighted materials into AI tools in a manner that could constitute infringement
• Claim rights over AI outputs that conflict with the generating platform’s terms of service

All creative content produced with the assistance of AI tools must adhere to the applicable brand guidelines established for each client account. The use of AI does not modify, waive, or relax brand compliance requirements in any way.

Brand Manager Approval Required

No AI-assisted creative may be submitted to a client, scheduled for publication, or otherwise distributed without first receiving approval from the designated Brand Manager for that account. This requirement applies without exception. The Brand Manager is responsible for ensuring that:

• All creative elements conform to the client’s established brand guidelines (typography, color palette, tone, imagery standards, logo usage, etc.)
• AI-generated imagery, copy, or design elements are appropriate, accurate, and on-brand
• Required disclosure language has been incorporated where applicable
• Commercial licensing for any AI-generated elements has been verified and documented

Approval Documentation

Brand Manager approvals must be documented in writing — via email, project management tool entry, or workflow notation — prior to submission or publication. Verbal approvals must be followed immediately by written confirmation.

HYMM is committed to giving every client a meaningful opportunity to review all creative content — including AI-assisted content — before it is published or distributed.

Internal Review Deadlines

All client-facing creatives will be submitted to the client for review no fewer than five (5) business days prior to the scheduled publication date, unless a shorter window has been expressly agreed upon in writing. The Agency will clearly communicate the review deadline at the time of submission.

Disclosure of AI Assistance

HYMM makes a reasonable and good-faith effort to disclose AI involvement in all creatives presented to clients for review. Clients are encouraged to review all submitted materials for accuracy, brand compliance, and suitability regardless of production method.

Client Responsibility Upon Deadline

If a client does not submit revision requests by the stated review deadline, the client is deemed to have reviewed and accepted the creative as submitted. The client assumes full responsibility for the content published on their behalf when no revisions have been requested by the stated due date. This policy is necessary to preserve publication schedules and content calendar integrity.

Post-Publication Recourse

In the event that content is published which a client subsequently wishes retracted or modified, the Agency’s process is:

1. Immediate Removal: The published instance will be deleted or retracted as promptly as practicable upon written notice from the client.
2. Asset Modification: The asset will be modified in accordance with the client’s expressed wishes at that time.
3. Resubmission: The modified asset will be resubmitted through the standard approval and publication workflow.

Third-Party Distribution

The Agency cannot guarantee retrieval or removal of content that has been shared, re-posted, cached, or otherwise distributed by third parties following publication. The Agency’s obligation is limited to platforms and channels under its direct control.

Hit Your Mark Media is committed to transparency regarding the use of AI in content creation. We make a reasonable and good-faith effort to disclose AI involvement in all creatives where such disclosure is helpful, applicable, or required by applicable law or platform standards.

Standard Disclosure Language by Content Type

Placement

Disclosure statements must appear in the fine print, footer, caption, or description of the applicable content — wherever visible to the intended audience. If uncertain whether disclosure is required, default to including one.

The following uses of AI tools are strictly prohibited for all HYMM personnel, without exception:

• Sensitive data in unapproved tools: Entering PHI, PII, confidential client data, or financial records into any AI tool other than Google Gemini within the approved HYMM Google Workspace
• Generating deceptive content: Using AI to create content that deceives or misrepresents facts, identities, statistics, testimonials, or product claims
• Reproducing copyrighted works: Generating content substantially derived from existing copyrighted works without authorization
• Unlicensed AI output in commercial work: Delivering or publishing AI-generated content without verifying the platform’s commercial licensing terms
• Publishing without brand approval: Submitting or publishing AI-assisted creatives without Brand Manager approval
• Fabricating client content: Using AI to simulate or fabricate client-provided testimonials, reviews, endorsements, or approvals
• Deepfakes or synthetic identity misuse: Generating realistic synthetic images, audio, or video of real individuals without explicit documented consent
• Bypassing human review: Attempting to publish AI-generated content without the required human review, editorial judgment, and approval workflow
• Circumventing Agency policies: Using AI tools in any manner designed to obscure activity, avoid oversight, or circumvent the requirements of this Policy

HYMM operates with high standards of professional care and diligence. The nature of creative services — and AI-assisted creative services in particular — requires that the Agency clearly define and limit its liability exposure.

General Disclaimer

HYMM makes no warranty, express or implied, that AI-generated content will be free from error, inaccuracy, bias, or unintended resemblance to third-party works. The client’s review and approval process described in Section 7 is a critical safeguard and a shared responsibility.

Cap on Damages

Exclusion of Consequential Damages

To the fullest extent permitted by applicable law, HYMM shall not be liable for any indirect, incidental, consequential, special, punitive, or exemplary damages — including but not limited to lost profits, reputational harm, business interruption, or costs of third-party claims — even if advised of the possibility of such damages.

Client Content and Third-Party Claims

HYMM is not liable for damages arising from content that infringes upon third-party rights as a result of materials provided by the client, or from the client’s failure to obtain necessary rights or permissions. The client agrees to indemnify, defend, and hold harmless HYMM from all claims, damages, liabilities, and expenses arising from client-provided content.

Scope of This Provision

The Agency does not affirmatively accept liability for harms arising from AI-assisted content. This limitation exists to define and cap damages that may be assessed against the Agency if a court or arbitrator determines liability exists. These limitations are a material term of the Agency’s services agreements and are reflected in the pricing of Agency services.

All HYMM personnel are individually responsible for understanding and adhering to this Policy. Compliance is a condition of employment or engagement with the Agency.

Human Oversight Requirement

Every AI-assisted deliverable must pass through human creative direction, editorial review, and Brand Manager approval before delivery or publication. AI outputs are never final — they are raw material to be shaped, refined, and validated by a qualified human team member.

Accuracy and Verification

AI tools can produce inaccurate, incomplete, or biased outputs. Personnel must not assume AI-generated content is factually correct, legally compliant, or appropriate without independent verification. Factual claims, statistics, quotations, or professional recommendations in client deliverables must be independently verified prior to submission.

Reporting Violations

Any employee or contractor who becomes aware of a potential violation of this Policy is obligated to report it to Agency leadership promptly. Good-faith reports will not result in retaliation.

Enforcement

Violations are subject to the escalating enforcement process in the Agency’s employee handbook, including verbal warning, formal written warning, financial penalty, and termination. Violations involving sensitive data, PHI, or legal/financial harm may result in immediate termination and referral to appropriate authorities.

Training

HYMM will provide, and personnel are required to complete, any AI use and compliance training designated by Agency leadership. Personnel are also expected to stay reasonably informed of changes to the tools they use, including changes to licensing terms.

The AI landscape — including available tools, platform licensing terms, applicable law, and industry best practices — changes rapidly. HYMM reserves the right to update, amend, or replace this Policy at any time to reflect those changes, Agency operational needs, or legal requirements.

Notice of Updates

When this Policy is updated, notice will be provided through one or more of the following channels: email to the individual’s Agency-associated email address, posting on the Agency’s internal communication platform, or updated posting of this Policy on the Agency’s public website. The effective date will be clearly identified.

Consent by Continued Engagement

Continued employment with or engagement by Hit Your Mark Media following notice of a Policy update constitutes the employee’s or contractor’s acknowledgment of and consent to the revised Policy terms. It is each team member’s individual responsibility to review Policy updates upon notice and ensure their practices comply with the current version.

Current Version

The current, governing version of this Policy is the version posted at hityourmark.io/ai-policy at any given time. Prior versions are superseded upon posting of a new version and are not operative.

Questions regarding this Policy, requests for clarification on permitted AI uses, or reports of potential violations should be directed to Agency leadership. If you are unsure whether a particular use of an AI tool is permitted, ask before proceeding — not after.

For client inquiries regarding HYMM’s AI use practices, disclosure standards, or data handling procedures, please contact us:

This Policy is provided for informational and governance purposes. Nothing in this Policy constitutes legal advice. HYMM recommends consulting qualified legal counsel for questions specific to HIPAA compliance, copyright law, or liability matters applicable to your organization.