AI Usage & Ethics Policy
Last Updated: 25 December 2025
At Virtual HR Advisor Labs / Virtual HR Labs (“VHR Labs”), we use Artificial Intelligence (“AI”) responsibly to enhance human decision-making, improve efficiency, and deliver scalable HR insights. This policy outlines how AI is used across our services and the ethical principles guiding its design, deployment, and governance.
This policy applies to all AI-enabled tools, digital advisors, analytics, surveys, diagnostics, and services offered via https://vhrlabs.com.
Purpose of AI Use
AI is used to enhance virtual HR advisory services, power digital HR tools and analytics, support learning, diagnostics, and benchmarking, and improve service quality, responsiveness, and scalability. AI is designed to augment human expertise, not replace professional judgment.
Human-in-the-Loop Principle
AI outputs are advisory and informational. Final decisions rest with users and organizations. Human review and oversight are encouraged for critical decisions. AI is not used for fully automated decision-making with legal or material impact without safeguards.
Transparency and Explainability
We clearly indicate when AI is used and explain the nature and limitations of AI-generated outputs. We avoid misleading representations of AI capabilities and encourage users to apply professional judgment.
Fairness, Bias, and Non-Discrimination
We strive to minimize bias in AI models and outputs, regularly review for fairness, and avoid discriminatory applications. AI tools are not a substitute for inclusive and equitable HR practices.
Data Privacy and Security
AI systems process data in accordance with our Privacy Policy. We apply safeguards such as encryption, access controls, and anonymization where possible. Personal or organizational data is not sold or misused.
Consent and User Control
Users control the information they provide. Participation in AI-enabled tools and surveys is voluntary. Users may request access, correction, or deletion of data as permitted by law.
Ethical Boundaries and Prohibited Uses
AI systems are not intended for legal or statutory determinations, fully automated hiring or disciplinary decisions, surveillance or invasive monitoring, psychological profiling beyond stated purposes, or unlawful activity.
Accuracy and Limitations
AI outputs may be incomplete or inaccurate and are based on available data and trained models. Users should independently validate critical information. Error-free outputs are not guaranteed.
Accountability and Governance
We maintain internal oversight of AI tools, periodic reviews for performance and risk, and escalation mechanisms for concerns related to AI behavior. User feedback is welcomed.
Third-Party AI Tools
Where third-party AI technologies are used, we work with reputable providers under confidentiality and data protection obligations. Customer data is not used for unrelated purposes.
Compliance with Laws and Standards
This policy aligns with GDPR principles and emerging global AI governance frameworks. We monitor regulatory developments and update practices accordingly.
Policy Updates
This policy may be updated to reflect changes in technology, regulation, or best practices. Updates will be published with a revised effective date.
Contact Information
Virtual HR Labs
Website: https://vhrlabs.com
Email: vhrlabs@gmail.com