Decision inputs
Facts that change the policy answer
The working material is customer attributes, behaviour and segmentation goal; the intended result is customer groups and their characteristics. Recording that pair prevents a vague approval from spreading to other uses.
- 1Task and owner
- Data analyst wants to segment customers for analysis. Record the person who will stand behind customer groups and their characteristics after the tool has finished.
- 2Information involved
- Customer attributes, behaviour and segmentation goal. Include attachments and connected sources when deciding the highest information classification.
- 3Tool and account
- An approved company account. Confirm the approved account, retention setting and any connected service before the request begins.
- 4Intended result
- The expected result is customer groups and their characteristics. Record the audience and the next system in the chain, rather than describing the output only as a draft.
- 5Consequence if it is wrong
- Segments can expose sensitive inferences or drive unequal treatment. The policy route should reflect this possible harm instead of relying on how ordinary the task sounds.
- 6Human review
- analytics and privacy owners should inspect, change, reject or stop the result. Their role should include checking source facts, correcting errors and refusing the proposed use.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The least restrictive path starts only after the exact account is approved, only the minimum customer personal information is used, customer groups and their characteristics remains within the stated purpose, and analytics and privacy owners reviews it before use.
Approval may be required
Send the request for approval if the account or data handling is uncertain, segments can expose sensitive inferences or drive unequal treatment, or customer groups and their characteristics reaches people or systems beyond the requester’s authority.
The request may need to stop or change
A stop or redesign route becomes relevant if restricted information would enter an unapproved service, the output would act before analytics and privacy owners can intervene, or define permitted variables and review downstream actions for each segment cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Does the selected account retain or reuse anything supplied while trying to segment customers for analysis?
- 02
Can any personal, sensitive, confidential or secret part of customer attributes, behaviour and segmentation goal be removed?
- 03
Will customer groups and their characteristics remain working material, reach another person or make another system act?
- 04
Can analytics and privacy owners inspect the complete result and its source before reliance?
- 05
Is this genuinely one request, or will repeated use turn it into an embedded process?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- data analyst
- task
- Use AI to segment customers for analysis.
- information
- customer attributes, behaviour and segmentation goal
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Customer profiling
- review
- Complete human review
- owner
- analytics and privacy owners
Useful safeguards
Controls that fit this request
- ✓
Define permitted variables and review downstream actions for each segment
- ✓
Keep whole files, mailboxes and datasets out of the prompt when a short part of customer attributes, behaviour and segmentation goal is enough.
- ✓
Write the boundary around customer groups and their characteristics clearly so later users do not expand the approval by assumption.
- ✓
Link the completed check to the applicable policy version and append later reassessments separately.
Questions people ask
About this AI use
Is using AI to segment customers for analysis automatically allowed?
The task name cannot settle the answer. Apply the company’s published rules to customer attributes, behaviour and segmentation goal, the exact account, customer groups and their characteristics, its audience and the proposed review.
What does the policy need to know about this use?
Describe customer groups and their characteristics, identify customer attributes, behaviour and segmentation goal, name the exact tool and account, explain who will receive or rely on the output, and state how analytics and privacy owners will review it.
What belongs in the completed policy record?
Link the completed check to the applicable policy version and append later reassessments separately. A classification and controlled reference may be enough when copying customer attributes, behaviour and segmentation goal would create unnecessary risk.