AI guide for Rotary members

AI

A machine-based system that generates content, makes recommendations or makes predictions.

Generative AI

AI that creates new text, images, code or media from existing data.

AI tool

Any app, chatbot or online service that uses AI to do a task.

PII

Personally identifiable information: anything that can identify a specific person, such as a name, contact details, a photo or an ID number.

For nonconfidential, public-facing work, including:

• Drafting social media posts
• Writing public newsletters and event invitations
• Preparing presentations and talking points
• Analyzing publicly available data
• Brainstorming ideas for projects and outreach
• Translating public content, checking that it fits the culture and context

Good AI practice furthers the truth, increases fairness, builds goodwill and benefits all.

• Use AI to advance Rotary's mission and areas of focus.
• People make the decisions. AI helps.
• Don't create new inequities through biased content or decisions.
• Choose providers committed to ethical, socially responsible and sustainable practice.
• Model responsible use for others.
• Be open about AI's good and bad effects, including social, economic and environmental ones.

• Personal data such as names, contact details or photos, without explicit permission
• Club administration records, including club and district database records
• Financial records, budgets and dues
• Donor information: amounts, giving history, recognition levels
• Grant applications and details, Cadre of Technical Advisers reports, audit letters
• Information about project participants or partners, unless they gave informed consent
• Club or district Foundation information
• Contracts and agreements

Why: whatever you enter may be stored, analyzed and used to train AI systems. That puts privacy and community trust at risk.

• Never share PII without consent.
• Prefer a licensed tool whose terms bar using your data for training.
• Turn off chat history where you can.
• Assume a free or unlicensed tool stores what you type.
• Don't use AI to record or transcribe meetings on private or sensitive topics.
• If someone adds an AI note-taker to a sensitive meeting, politely ask them to turn it off, or use a platform that doesn't allow it.
• Remember that anyone with a recording can run it through AI later.

Sharing personal data with AI platforms can break the EU's GDPR and other privacy laws, with penalties or reputational harm.

If in doubt, don't upload it.

• Use trusted networks, not public Wi-Fi. Add a VPN when you can.
• Check privacy and sharing settings so Rotary data isn't exposed.
• Use strong passwords and multifactor authentication.
• Don't turn on AI plug-ins in email, calendar, messaging, documents or project tools that could reach Rotary data or auto-join and transcribe meetings.

• Online doesn't mean free to use. Check the source's terms before using it with AI.
• Don't upload Rotary logos, Brand Center materials, publications or website content, or club and district logos, without Rotary International's explicit permission.
• Don't use AI to create Rotary-branded logos, graphics or other trademarked materials.
• Don't mimic a person's likeness or creative style without permission. That includes Paul Harris.
• You may add your club or district logo to AI-made materials yourself. Don't alter it with AI.
• Follow the Brand Center for logo color, placement and sizing.
• An AI tool's name can't imply Rotary International endorsement. Any name using "Rotary" or "Rotarian" must clearly identify the sponsoring club or district.

• No identifiable photos or video of anyone go into AI without their explicit permission.
• No deepfakes, composites or synthetic images of a real person without consent.
• For minors or sensitive situations, get written approval from a guardian first.

AI can be wrong, biased or incomplete. Fact-check everything before you share it, and confirm any sources it cites are trustworthy.

• Say when AI played a significant role, such as generating text, images or designs.
• Minor edits and formatting help don't need a label.
• Use a clear label. The Share tab has the three examples Rotary gives.
• AI supports members' judgment and creativity. It doesn't replace them.

Not sure a use is appropriate? Write to the Rotary Support Center. The address is at the bottom of this page.