Purpose

This policy sets clear rules for using AI tools at work - protecting you, colleagues, and the organization.

Scope

Applies to all employees, contractors, and third parties using company systems or data. Covers all AI tools, company-provided or personal.

Approved AI Tools

Only use AI tools on the approved list. Submit a request to IT before using anything new.

• Company-licensed AI assistants - procured and managed by IT
• Approved code assistants - passed security review
• Sanctioned AI integrations - AI features inside approved software

Prohibited Uses

• Don not input personal data, customer records, or health info
• Don not share confidential business info (pricing, financials, unreleased products)
• Don not let AI make final calls on hiring, firing, or reviews
• Don not submit AI output without reviewing it - you own its accuracy
• Don not create fake quotes, fabricated data, or misleading content
• Don not use AI to bypass security controls

Data Handling

Before inputting data ask: Is it confidential? Personal info? Could it cause harm? If yes - don not. Use anonymized data instead.

Accountability

• You own AI output you act on or share
• Report harmful or biased AI output to IT immediately
• Complete required AI training - not optional
• Managers ensure their teams follow this policy

Review Schedule

Approved tools reviewed quarterly. Full policy reviewed annually. Ad hoc reviews on incidents or regulatory changes.

Legal Disclaimer: This template is for informational purposes only and doesn't constitute legal, financial, or professional advice. Consult qualified legal counsel before adopting.