Whether you've approved it or not, people on your team are probably using AI tools. A simple, practical policy protects your company and helps staff use AI with confidence.
What to include
- Purpose: encourage useful AI adoption while managing risks.
- Approved tools: which tools can be used, and for what.
- Data rules: what must never be entered (customer personal data, confidential financials, passwords, source code if restricted).
- Human review: AI output must be checked before it's used or shared.
- Accuracy and accountability: employees remain responsible for their work.
- Disclosure: when to tell clients or audiences that AI was used.
- Intellectual property: rules about copyrighted material and ownership of outputs.
- Fairness: extra care for decisions affecting people, like hiring.
- Training and questions: who to ask and where to learn.
Keep it short
A two-page policy people read is better than a 20-page one they ignore. Add examples of good and bad use.
Review regularly
AI tools and laws change fast. Review the policy every 6 months.
Have a legal professional review the final policy for your jurisdiction.