Every business using AI should have an AI Acceptable Use Policy. Tis should be located where everyone in the business can see it and access it. The policy will; need to be reviewed as AI tools themselves evolve.
What we share here is a starting point for you to cut and paste as you craft your own.
1. Purpose & Scope
The purpose of this policy is to outline the responsible, ethical, and secure use of Artificial Intelligence (AI) tools within this business. This applies to all employees, contractors, and partners using AI for business-related tasks.
2. Device Use
Use of AI tools for the business should be done on devices owned by the business, located within the business. Look to management for appropriate settings and a process for clearing history of chats.
3. Approved Tools
Approved Tools: (ChatGPT, Claude, Google Gemini) for brainstorming, drafting content, and business related research.
Prohibited Tools: Any unvetted or third-party tools that require significant system permissions without prior management approval.
Account Settings: When using public tools, staff must enable "Temporary Chat" or "Privacy Mode" to prevent data from being used for model training.
4. Data Privacy & Confidentiality (The "Golden Rule")
Never input sensitive, personal, or proprietary information into a public AI tool. This includes:
Customer Data: Names, addresses, or purchase histories.
Financial Data: Bank details, revenue figures, or internal invoices.
Intellectual Property: Unreleased product designs, trade secrets, or specific business strategies.
Employee Info: Performance reviews or personal contact details.
5. Human-in-the-Loop (Accuracy & Verification)
AI models can "hallucinate" (state facts that are untrue). All AI-generated output must be:
Fact-checked: Verified by a human against reliable sources.
Edited: Refined to ensure the tone is professional and matches the business's voice.
Owned: An employee must take personal responsibility for any document or communication sent that was assisted by AI.
Talk with colleagues about use of AI within the business so people can learn tools, prompts and processes that are beneficial to the business, core to AI literacy achievement.
6. Transparency & Ethical Use
Internal Disclosure: Staff should briefly note when AI was used for significant tasks (e.g., "Drafted with AI assistance").
External Disclosure: If AI is used to interact directly with customers (like a chatbot) or to create significant marketing assets, this should be clearly disclosed to the customer.
Bias Check: Review outputs to ensure they do not reflect or amplify social, racial, or gender biases.
7. Intellectual Property
Third-Party Content: Do not upload copyrighted material (images, articles, or code) into AI tools for transformation without a license.
Work Product: All AI-assisted work created during employment remains the property this business.
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