AI Compliance Policy

Effective Date: April 13, 2026
Last Updated: April 13, 2026

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1. Purpose

The Philanthropic Advisory™ (TPA) uses artificial intelligence (AI) tools to enhance the quality, speed and consistency of the consulting, training and coaching services we deliver to nonprofit organizations. This policy explains how we use AI, what safeguards we apply and what that means for our clients and website visitors.

 

2. Scope

This policy applies to:

• All consulting, training and coaching services delivered under The Philanthropic Advisory™ brand

• Content created for or on behalf of clients, including reports, presentations, frameworks and communications

• Internal operations including research, writing, analysis and administrative tasks

• All personnel and contractors working under TPA or Elm Place Collaborative, LLC

 

3. AI Tools We Use

TPA uses a range of AI-assisted tools in the delivery of our services. These tools are used for tasks such as research, drafting, editing, summarizing and developing training materials. AI tools we may use include, but are not limited to:

• Claude (Anthropic) — writing, research and content development

• ChatGPT (OpenAI) — writing, research and content development

• Other AI-enabled platforms used in the course of client service delivery

 

TPA does not use any single AI tool exclusively. We select tools based on the task, the quality of output and the applicable data privacy standards for each engagement.

 

4. How We Use AI

TPA uses AI tools to support — not replace — professional judgment. Specific uses include:

• Drafting and editing written deliverables, including reports, proposals and learning materials

• Conducting background research on sector trends, benchmarks and best practices

• Generating frameworks, templates and structured tools for client use

• Supporting content development for training workshops and coaching programs

• Summarizing information and preparing briefings

 

All AI-generated content is reviewed, edited and approved by a qualified TPA professional before delivery to any client. AI outputs are treated as drafts, not final work.

 

5. What We Do Not Do with AI

TPA will not:

• Input personally identifiable information (PII) about clients, donors or beneficiaries into public AI tools without explicit written consent

• Use AI to make autonomous decisions about clients, recommendations or assessments without human review

• Use AI to generate content that misrepresents our credentials, experience or the source of advice

• Use AI to process confidential client financial records, donor databases or sensitive organizational data in unsecured environments

 

6. Data and Confidentiality

TPA takes confidentiality seriously. When working on client engagements:

• We do not enter client names, financial information, donor data or other sensitive organizational details into public or third-party AI systems

• We use generalized, anonymized or hypothetical scenarios when AI assistance is needed for client-specific work

• We follow the data handling provisions in our client engagement agreements

 

Clients who have concerns about AI use in their specific engagement should raise them directly with Dr. Gary Cole at the start of any engagement.

 

7. Accuracy and Quality Standards

AI tools can produce inaccurate, incomplete or outdated information. TPA applies the following quality standards to all AI-assisted work:

• All AI-generated content is verified against credible, current sources before client delivery

• Statistical claims, research citations and sector data are independently reviewed by TPA staff

• Clients are encouraged to ask questions and request clarification on any deliverable

 

TPA accepts full professional responsibility for the accuracy of all deliverables, regardless of what tools were used to develop them.

 

8. Transparency

TPA is committed to transparency about AI use. We will:

• Disclose the use of AI tools upon client request

• Inform clients if AI tools materially contributed to a specific deliverable, when asked

• Update this policy as our use of AI evolves or as new tools are adopted

 

9. Client Rights

Clients working with TPA have the right to:

• Request that AI tools not be used in the development of their specific deliverables

• Ask which tools were used in the preparation of any report, presentation or training material

• Receive a response to any concern about AI use within 5 business days

 

10. Policy Updates

The AI landscape changes rapidly. TPA reviews this policy at least annually and updates it when significant changes in our practices occur. The current version of this policy is always available at www.thephilanthropicadvisory.com.

 

11. Contact

Questions about this policy should be directed to:

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12. Contact Us

If you have questions about this Privacy Policy or would like to make a privacy-related request, please contact:

The Philanthropic Advisory™
An Elm Place Collaborative, LLC venture
5900 Balcones Drive #20830 Austin, TX 78731
info@elmplacecollaborative.com
(817) 616-9464
www.thephilanthropicadvisory.com