AI usage policy

1. Purpose

This policy explains how [Company Name] staff may use artificial intelligence (AI) tools at work, so we get the benefits while protecting our customers, our data and our reputation.

2. Who it applies to

Everyone who works for or with [Company Name], including employees, contractors and temporary staff, whenever they use AI tools for company work, on company or personal devices.

3. Approved tools

Only use AI tools on this list for company work: [List approved tools, e.g. ChatGPT Team, Microsoft Copilot]. Ask [Policy Owner] before using any other tool. Use your company account, not a personal one.

4. What you may use AI for

• Drafting emails, posts and documents that a person reviews before sending
• Summarizing long documents, notes or meetings
• Brainstorming ideas and outlines
• Research, checked against reliable sources
• Help with spreadsheets, formulas and routine analysis

5. What you must not do

• Enter passwords, access codes or security details
• Enter customer or employee personal information, unless the tool is approved for it in section 3
• Enter payment card, bank, health or government ID information
• Enter confidential company information, such as pricing, contracts or plans, into tools not approved for it
• Use AI to make final decisions about people, such as hiring, pay or credit
• Present AI output as checked fact without checking it

6. Check everything

AI tools can be wrong, out of date or make things up. You are responsible for anything you send, publish or decide using AI. Check facts, figures, names and links before using the output.

7. Being open about AI

Tell customers when they are talking to an AI rather than a person. Follow any rules from clients or platforms about disclosing AI-generated content.

8. Ownership and copyright

Work you create with AI tools for [Company Name] belongs to [Company Name]. Don't use AI to copy other people's work, logos or brand material.

9. Security

Use strong passwords and two-factor authentication on AI accounts. Don't install browser extensions or plugins that connect AI tools to company systems without approval.

10. Problems and questions

If you think company or customer information was entered into an AI tool by mistake, or an AI output caused a problem, tell [Policy Owner] the same day. Questions about this policy go to [Policy Owner] at [Email].

11. Review

[Policy Owner] reviews this policy every [6 / 12] months, because AI tools change quickly. Last reviewed: [Date].

Acknowledgement

I have read and understand this policy. Name: __________________ Signature: __________________ Date: __________