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Now that we're starting to use AI tools more frequently in our business, it's important that your teams all understand how it will be used and the risks involved.
This template can be customised to suit your business and usage of AI.
{Brand Logo Here}
AI Usage Policy - Customisable Template
Introduction
We have introduced this AI usage policy to ensure that…
Committee
The following people own our AI policy and can be contacted as follows:
Name | Role | Contact |
EG policy owner | ||
EG tools administrator |
Benefits of AI tools
We see huge value in using AI tools to automate, simplify and speed up a number of processes in our business. We also…
Risks of AI tools
These benefits come with a number of risk factors that are important to understand and this AI usage policy aims to provide a set up guidelines to maximise advantages and also protect against potential risks. These may include privacy violations, data leaks, misinformation, biases and deep fakes. Lack of oversight and control can mean data is used or presented incorrectly, images are misleading or assumptions are wrong. For example, AI can manufacturer ‘facts’ that are wrong - called hallucinations.
Please follow these guidelines to mitigate risks for our business and employees
Use of guidelines
These guidelines should always be used with, and align with our core principles including our vision, mission and values.
{Insert guidelines here}.
Security and Privacy
Sharing sensitive data with AI tools risks a potential security breach or privacy issue.
Please contact {insert name/dept} before sharing key information such as customer data, financials or…
Accountability
AI created content needs to be reviewed and verified by a human being.
Our standard process for reviewing AI information is…
Implementation of new AI tools
Before a new tool is introduced to the business it must be approved by {Insert Name} against a criteria covering security and privacy, handling of confidential data, terms of service…
Access Control
Employees should not use personal AI tools outside of the organisation or on personal devices in relation to company data.
Compliance and security
Employees should follow the same company standards used for all company and customer data including use of strong passwords, using up-to-date software, following GDPR, data retention and disposal policies.
Fairness and Inclusivity
It is important that use of AI tools is used consistently across the business and is accessible to all, used properly and fairly to enhance the way we run our business.
Please raise any access requests or access concerns with {Insert Name}.
Transparency
When AI tools have been used to create or model information that is presented to the customer, we will alway use the following disclaimer/s to ensure transparency.
“This data/image/content has been created/enhanced using AI and verified by a human being”
Optional:
“For more information about how we use AI in our business visit…”
Impersonation
We will not allow the impersonation of others without their permission either through text, video, voice or other.
Available tools
We currently have the following tools at our disposal.
Tool | Purpose | Contact/Owner |
Use cases
AI should not be used in a number of scenarios including:
Website coding
Legal documents or contracts
Client strategy
Enter examples
Review and Revision
This policy will be reviewed by {insert name} every {enter frequency}.
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