AI Marketing & Communications Policy
Version: 1.0 | Effective Date: November 5, 2025 | Last Updated: November 5, 2025
1. Objective
Ensure every public communication that references AI or is produced with AI is fair, clear, non-misleading, and transparent about AI use – while being fully substantiated, traceable, and auditable. This aligns with EU MiCA marketing requirements, EU AI Act transparency duties, and NIST AI RMF principles for trustworthy AI communication.
2. Scope
This policy applies to all Solidus AI Tech marketing and communication channels – including websites, blogs, social media, ads, PR, and events – and covers text, images, audio, video, demos, benchmarks, testimonials, and affiliate or influencer content.
3. Marketing Principles
Truthful & Substantiated – All claims about AI capability, accuracy, or outcomes must have supporting evidence before publication.
Transparent AI Use – Disclose when content is AI-generated or users interact with AI systems (EU AI Act Art. 50).
Risk-aware – Communicate material risks for AI features or crypto-asset offerings; avoid implying guaranteed results.
Privacy-respecting – No use of personal or sensitive data without lawful basis and data-protection approval.
Traceable & Auditable – Maintain review trails, sources, and approvals for all AI-related content.
4. NIST Lifecycle for AI Marketing
GOVERN – Assign Marketing Compliance Lead (Compliance Officer/MLRO); define approval workflows and risk tolerance for AI claims.
MAP – Identify if content involves AI or crypto references; determine required disclosures and disclaimers.
MEASURE – Validate every factual statement or benchmark; ensure sources are accurate and verifiable.
MANAGE – Monitor campaigns post-launch; retract or correct any misleading or inaccurate content promptly.
5. Pre-flight Checklist (Before Publishing)
Claim Substantiation File (CSF) attached, with data, sources, and validation details.
AI Disclosure included where applicable.
MiCA Compliance Test passed: fair, clear, non-misleading; consistent with white paper; includes web address and required notices.
No prohibited or unverified claims.
Final approval obtained from Compliance.
Final creative archived in AI Communications Register.
6. AI Disclosure & Disclaimer Templates
Use these disclosures when applicable:
AI-Generated Content: “This content was created with the assistance of artificial intelligence.”
AI Interaction (chat/voice): “You are interacting with an AI-powered system. Responses are generated by AI and are not professional advice.”
Synthetic Media: “This image/video includes AI-generated or synthetic elements.”
Crypto Context: “Crypto-assets are volatile and may result in total loss. No competent authority has approved this communication.”
7. Prohibited and High-Risk Practices
No guarantees or implied certainty of results or returns.
No unqualified claims such as '100% safe' or 'bias-free' without evidence.
No synthetic media without clear labeling.
No omission of material risks or disclaimers.
No misleading or cherry-picked statistics.
8. Influencers, Affiliates & Partners
All external representatives must follow this policy and use approved AI and MiCA disclosures. Affiliate agreements must require fair, clear, and non-misleading posts and AI transparency where applicable.
9. Recordkeeping & Audit
Maintain an AI Communications Register including asset IDs, dates, approvers, disclosures used, and CSF links. Retain all records for at least five years. Conduct quarterly audits to verify compliance and document corrections.
10. Incident Handling & Corrections
If live content is found to be inaccurate or misleading, correct or remove it within 24-48 hours when feasible. Serious AI-related incidents must be logged and escalated to Compliance. For high-risk systems, assess EU AI Act reporting requirements.
11. Roles & Responsibilities
Marketing Owner – Creates briefs, assembles CSF, ensures disclosure inclusion.
Product/Tech Owner – Validates technical accuracy and system limitations.
Compliance/Final Approver – Reviews content for MiCA, EU AI Act, advertising law compliance and also act as the final approver.
12. Training & Policy Review
All marketing personnel must complete annual training on MiCA marketing rules, AI Act transparency, and NIST substantiation standards. This policy is reviewed every 12 months or upon major regulatory updates.
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