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1. Requests for clarification or exceptions must be submitted in writing
to the Executive Director- No exceptions are valid without written
approval.
H. Acknowledgement Of Understanding
1. All NNRHA personnel must sign an acknowledgment form
confirming they have read, understand, and agree to comply with
this policy.
I. Regulatory Basis
1. This policy is guided by relevant federal privacy and technology
regulations, including:
- HUD Handbook 2400.25 Rev 4 (Privacy Protection Guidance)
- The Privacy Act of 1974
J. Examples of Acceptable vs. Unacceptable Use
1. To reduce ambiguity, the following table provides examples of how
Al tools may or may not be used in accordance with this policy:
Scenario Allowed? Notes
Using ChatGPT to draft a As long as no PII is shared
newsletter intro
Summarizing a resident x Involves confidential details
complaint via Al
Asking Al to suggest general For internal brainstorming
olicy language only
Entering income x Prohibited without secure
verification data into
Copilot
platform approval
K. Onboarding and Training
1. This policy will be introduced during employee onboarding and
reviewed annually as part of compliance training. Employees are
expected to certify their understanding and agreement to comply
each year.
L. Feedback and Improvement
1. NNRHA encourages staff to report any challenges, questions, or
suggestions regarding the use of AI. Feedback will be considered in
future policy revisions to ensure the approach remains practical and
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