AI Use Policy

Overview

Intras Cloud Services, LLC (“ICS,” “we,” “our,” or “us”) is an AI-First managed and enterprise IT services provider. Artificial intelligence is embedded into how we deliver services, protect client environments, and optimize operations.

This AI Use Policy describes how we use AI responsibly, how we protect client data when AI is involved, and what commitments we make to transparency, human oversight, and ethical use. It applies to all ICS employees, contractors, and systems that interact with client data or deliver client-facing services.

How We Use AI

ICS uses artificial intelligence across the following areas of our operations:

Data Protection

Protecting client data is foundational to how we operate. The following commitments govern how AI interacts with client information:

• No client PII, PHI, or confidential data is entered into public or consumer-grade AI tools (e.g., free-tier ChatGPT, public Gemini, or similar services) without explicit client authorization.
• Enterprise-grade AI platforms used by ICS are vetted for SOC 2 compliance, data encryption at rest and in transit, and contractual commitments that client data is not used to train third-party models.
• Data minimization: AI systems access only the data necessary to perform their designated function. We do not aggregate client data across accounts for AI training or model development.
• Client data isolation: Each client’s data is logically segregated within our AI-enhanced systems. One client’s data is never exposed to another client’s environment or AI analysis.

Human Oversight

AI augments our team’s capabilities — it does not replace human judgment on decisions that materially affect client environments, security posture, or business operations.

• Security incidents: AI may detect and flag potential threats, but all containment, remediation, and client notification decisions are made by qualified security analysts.
• Infrastructure changes: AI-recommended configuration changes, patches, or deployments require human review and approval before execution in client environments.
• Client communications: All client-facing communications, reports, and recommendations are reviewed by ICS personnel before delivery, regardless of whether AI assisted in their preparation.
• Escalation paths: Clear escalation procedures are in place for any situation where AI outputs are uncertain, conflicting, or potentially consequential.

Tool Governance

ICS maintains a formal process for evaluating, approving, and monitoring AI tools used in our operations:

• Approved tool registry: Only AI tools that have passed our security, privacy, and compliance review are authorized for use with client data or in service delivery.
• Vendor assessment: Before adoption, AI vendors are evaluated for data handling practices, security certifications, compliance posture, and contractual data-use commitments.
• Access controls: AI tool access is managed through single sign-on (SSO) with role-based permissions. Personal accounts are not permitted for work-related AI usage involving client data.
• Continuous monitoring: Approved tools are re-evaluated periodically and whenever a vendor makes material changes to their data handling, model training, or security practices.

Transparency

We believe clients deserve clarity about how technology — including AI — is used in services they purchase:

• This policy is publicly available and linked from our website footer alongside our Privacy Policy and Terms of Service.
• Clients may request information about which AI tools are used in the delivery of their specific services at any time.
• When AI plays a material role in a recommendation, analysis, or deliverable, we will disclose that to the client upon request.
• ICS proactively communicates significant changes to our AI practices through client advisories and policy updates.

Ethics & Fairness

ICS is committed to the ethical use of AI across all aspects of our business:

• No discriminatory use: AI tools are not used to make or influence employment, credit, insurance, or other decisions that could result in discriminatory outcomes.
• Accuracy commitment: AI-generated outputs used in client deliverables are verified for accuracy by qualified ICS personnel before distribution.
• Bias awareness: We monitor AI outputs for potential bias and take corrective action when identified, including reporting to vendors and adjusting our use of affected tools.
• No deceptive use: AI is never used to generate content intended to mislead clients, regulators, partners, or the public.

Client Rights

As an ICS client, you have the following rights with respect to our use of AI:

• Right to inquire: You may ask at any time how AI is being used in the delivery of your services.
• Right to opt out: Where technically feasible, you may request that AI-assisted processes be replaced with manual alternatives for your account. Such requests may affect service timelines and pricing.
• Right to escalate: If you believe an AI-assisted output has negatively impacted your environment, you may escalate directly to your ICS account manager or to legal@intrascloudservices.com.

Policy Review

This policy is reviewed quarterly by ICS leadership to ensure alignment with evolving AI capabilities, regulatory requirements, and industry best practices. Material changes will be communicated to active clients and reflected with an updated effective date.

ICS monitors relevant federal and state AI regulations — including the Texas Responsible Artificial Intelligence Governance Act (TRAIGA) and emerging federal frameworks — and updates this policy as needed to maintain compliance.

Contact

Questions or concerns about this policy or our use of AI may be directed to: