Adopting an AI charter for associations

What the AI charter for associations contains

• Purpose, persons concerned and scope, from the governing bodies to volunteers.
• The authorised tools, then the prohibited data: members, beneficiaries, donors, health, opinions, beliefs or trade union membership.
• Excluded uses: no admission, award of assistance or selection of a beneficiary decided by a tool alone.
• Three levels of human verification, from simple proofreading to validation by an authorised person.
• Specific rules: formality with the National Commission for the Control of Personal Data Protection (CNDP) for beneficiary data and N3 validation of reports and funding applications.
• Also, transparency, register, security, officer, decision-maker, adoption, review and references to Law No. 09-08 and Regulation (EU) 2024/1689.

When to adopt the charter

The charter is adopted as soon as employees or volunteers use AI tools for the work of the association. It is used in particular before processing beneficiary data by such means or preparing a funding application. Moreover, it is reviewed at least once a year and at each significant change of tool or regulation. It thus concerns the executive committee, the board of directors, the AI officer, employees and volunteers.

Instructions for use

First, the association appoints the AI officer and the decision-maker, the president or a member of the executive committee. Next, it completes the items in square brackets and draws up the list of authorised tools. Then the executive committee, the board of directors or the general assembly adopts the AI charter for associations, in accordance with the articles of association. Finally, each user, employee or volunteer, acknowledges having read it, and the officer organises awareness-raising.

Expected outcome

The association has a charter adopted by the competent body and acknowledged by each user. The data of members and beneficiaries thus fall within an explicit framework. Documents submitted to funders also go through N3-level validation.

Key facts

Limitations

The template verifies neither the applicable formality with the CNDP nor the authorisation regime for sensitive data; this verification is a matter for the association. Moreover, references to legal texts must be checked against the wording in force on the date of use. The firm provides no representation before the courts.

Further reading: Information Systems & Digital Transformation; Law No. 09-08 on the protection of individuals with regard to the processing of personal data.