Project K-9 Hero's Artificial Intelligence (AI) Use Policy

PROJECT K-9 HERO’S

Artificial Intelligence (AI) Use Policy

A note before we begin

We know that AI tools are exciting, accessible, and genuinely useful and we love that our community wants to create content in support of our mission. This guide isn't about limiting your enthusiasm or creativity. It's about making sure that everything shared under the Project K-9 Hero name reflects the dignity, accuracy, and professionalism that our K-9 Heroes and their Handlers deserve.


WHY THIS MATTERS

Project K-9 Hero's brand is a promise. Every image, video, caption, and piece of content that carries our name or logo tells our donors, partners, and the public who we are and what we stand for. AI-generated content, when not reviewed and approved, can unintentionally undermine that promise in ways that are hard to walk back.


Specifically, AI-generated content posted without review has the potential to:

  • Display incorrect colors, fonts, or logo versions that don't match our brand standards

  • Include misspellings or factual errors that damage credibility

  • Misrepresent our programs, dogs, handlers, or mission

  • Create legal complications around use of real names, likenesses, or trademarks

  • Look unprofessional in ways that affect donor trust and organizational reputation


None of this means AI is off-limits. It means AI content that represents Project K-9 Hero needs a human set of eyes before it goes anywhere public.


WHO THIS APPLIES TO

This policy applies to anyone creating content that:

  • Uses the Project K-9 Hero name, logo, or branding.

  • Features our dogs, handlers, staff, or facilities.

  • Is intended to be shared publicly in connection with our mission.

  • Is created on behalf of the organization in any capacity.


This includes staff, volunteers, Board Members, Capital Campaign Advisory Board Members, event hosts, ambassadors, Program Members, partners, and community supporters. If you're making something that says "Project K-9 Hero" on it in any form, this policy applies.


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SECTION 1: AI-GENERATED IMAGES

The Core Rule

No AI-generated image that includes the Project K-9 Hero logo, name, branding, or is intended to represent the organization may be posted publicly without prior approval from our CEO. The Director of Marketing or the Director of Development may review submissions and provide approval on the CEO’s behalf; their written confirmation counts as official approval.


YOU MAY: 

  • Create tasteful images to represent an event, such as a flier, invitation, or social graphic, if no other organization-provided assets are available, as long as it gets careful review and approval. 


DO NOT: 

  • Post AI images with our logo without approval, even to your personal pages.

  • Use AI to recreate or alter photos of our actual dogs or handlers.

  • Generate content implying endorsement by specific K-9s, handlers, or partners.

  • Use AI images in place of approved brand assets for events and fundraisers.

  • Share AI-Generated content that includes text without careful review. AI text is frequently misspelled or inaccurate. 


Why AI logos and text go wrong

Current AI image tools are not able to reliably reproduce logos, specific color values, or spelled text. What looks right at a glance often contains subtle errors, such as the wrong shade of navy, distorted insignia, misspelled words, etc. that are easy to miss and hard to explain to a donor who notices. Our brand standards exist for a reason, and our approved assets are always available from the Marketing team when needed. 


SECTION 2: AI-WRITTEN CONTENT

AI writing tools, including ChatGPT, Claude, Gemini, and others, can be genuinely helpful for drafting, brainstorming, and editing. Used well, they save time and improve clarity. 

The Core Rule

AI-written content that represents Project K-9 Hero (including social media captions, donor communications, event descriptions, press materials, and website copy) must be reviewed and approved by the appropriate staff member before posting or distribution. AI is a drafting tool, not a publishing tool.


YOU MAY: 

  • Use AI to draft a first version of a post, email, article, or caption for staff review.

  • Use AI to brainstorm Ideas, headlines, or talking points internally or to improve copy you’ve already written.

  • Use AI to proofread your work to locate errors, as long as you proofread it once more before use. AI can and does make mistakes.

     

DO NOT: 

  • Post AI-written content in the organization’s name without a human reviewing it first.

  • Use AI to write content about specific dogs, handlers, or medical cases without verification.

  • Allow AI to generate statistics, fundraising totals, or medical facts. These all must be verified against our records.

  • Use AI to respond to donors or supporters on behalf of the organization. 


A note on facts and figures

AI writing tools generate plausible-sounding content but they do not have access to our database, our dogs' medical records, or our fundraising totals. Any specific figures, names, diagnoses, or outcomes in AI-generated content must be verified against our actual records before use. A wrong number in a donor communication erodes trust in ways that are very hard to recover from.


SECTION 3: AI-GENERATED VIDEO & AUDIO

AI video and audio tools, including tools that generate synthetic voices, video from text, or manipulated footage, represent the highest-risk category for brand and legal compliance. Please read this section carefully.

The Core Rule

AI-generated video or audio content that uses the Project K-9 Hero name, brand, or features any real person, dog, or handler associated with the organization requires explicit written approval from our CEO before creation or distribution. The Director of Marketing or the Director of Development may review submissions and provide approval on the CEO’s behalf; their written confirmation counts as official approval.  


YOU MAY:

  • Share AI video or audio concept ideas with the Marketing team for consideration.

  • Use AI-assisted editing tools (captions, background removal, color correction, etc.) on approved footage.

  • Apply AI photo or video tools to enhance or restore footage, such as of a dog who has passed, as long as it is approved. 


DO NOT: 

  • Create synthetic voice or video content using the voice or likeness of any staff, handler, or K-9.

  • Generate AI video that depicts our dogs, facilities, or mission scenarios without approval.

  • Use deepfake or voice-cloning tools in any content connected to the organization.

  • Post AI Video content implying it is real footage of our programs or dogs.

  • Use AI to create testimonials or statements attributed to real people or dogs.


Why this category is different


Synthetic video and audio content involving real people,  including staff and handlers, raises serious legal and ethical issues around consent, likeness rights, and misinformation. It can also be genuinely harmful to the individuals depicted. This isn't about distrust; it's about protecting everyone involved, including you.


If you have an exciting AI video idea that could serve the mission, we genuinely want to hear it, as long as it comes through the right channel.


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WHAT HAPPENS IF SOMETHING GOES OUT WITHOUT APPROVAL

We understand that mistakes happen. Here's how we'll handle it:

  • We'll reach out kindly and privately to ask you to remove or unpublish the content.

  • We'll explain what the specific concern is so you understand what to adjust going forward.

  • Repeated issues may affect your ability to create content on behalf of the organization.


Our first response will always be a conversation, not a consequence. We genuinely believe most situations will be resolved easily once everyone understands the policy.


QUESTIONS & CONTACT


If you have questions about this policy or want to share an AI content idea, reach out to our Events Team email address. Please allow up to five business days for approval/response. 


Contact: events@projectk9hero.org




These guidelines will be reviewed and updated periodically as AI tools evolve. Last updated: May 22nd, 2026. Thank you for helping us protect our mission.

Every K-9 Hero deserves to be represented with the dignity and accuracy their service earne