What You Need to Include in an AI Policy
The use of AI tools in business has skyrocketed, from content generation and inbox management to advanced data analysis. But with that speed comes risk. And without clear guardrails, well-meaning employees could be making decisions (or sharing data) that could put your organisation at risk.
That’s where a clear, practical AI policy comes in. An AI usage policy helps you embrace the benefits of these tools safely, ethically and effectively.
What You’ll Learn
Why Your Business Needs an AI Policy (ASAP)
AI isn’t just for tech teams anymore. From HR to marketing to finance, many employees are already using tools like ChatGPT, Microsoft Copilot and Notion AI, and often without formal training or guidance.
In fact, over 40% of employees in the UK have used AI at work in the past year (Statista, 2024). But most businesses still haven’t defined what’s allowed, what’s not, and how to use AI responsibly.
Much like social media or data handling, a business AI policy is about protecting your people, your customers and your reputation.
What Is an AI Policy?
An AI policy sets expectations around how artificial intelligence tools are used across your organisation.
It should cover:
- What AI tools are permitted (and what aren’t)
- How staff can use AI safely and ethically
- How your business protects data, reputation and trust
- What checks and training are required before using AI in decisions
This isn’t just about locking things down. A good policy builds confidence, giving teams the freedom to experiment with the right boundaries in place.
What to Include in Your AI Policy (AI Policy Template)
Here’s a practical checklist for building the basics of your business AI policy:
1. Purpose and Scope
Define why this policy exists and who it applies to. Cover all departments, not just tech or comms, and make sure it’s written in plain language, not legal jargon.
Example: “This policy outlines how staff can use AI tools to support day-to-day tasks while protecting our customers, data, and brand reputation.”
2. Approved Tools
List which AI tools are approved (e.g. ChatGPT, Microsoft Copilot, Grammarly AI etc.) and how they should be accessed — especially for tools that use cloud storage or have public-facing models.
Tip: Include an ‘ask before use’ policy for any AI tool not on the list.
3. Dos and Don’ts
Give clear examples of appropriate and risky uses. For example:
✅ You can use AI to draft internal meeting notes or help generate content ideas
🚫 Don’t use AI to write client emails or submit grant applications without human review
4. Data Privacy & IP Protection
Make it clear that sensitive customer information, financials or internal IP should never be entered into public AI tools. Where possible, use enterprise-grade or locally hosted AI models.
CYAN Tip: We use tools like Fathom AI for call notes — but we ensure no confidential or client-sensitive data is ever input into a public system.
5. Bias, Ethics and Transparency
Highlight the risk of bias in AI-generated outputs, especially for content that affects people decisions (e.g. hiring, funding, customer support).
You may also choose to define whether customers need to be informed when AI is used.
6. Human Oversight
Stress the need for human review. AI is a support tool, not a decision-maker.
Example: “AI suggestions should be reviewed, edited or validated by a relevant team member before use.”
7. Training and Support
Let your team know where they can learn more. Whether that’s internal training, a quick start guide, or a point of contact.
Ongoing education is key. AI is evolving fast, and your team will need confidence to keep up.
8. Review and Updates
Set a clear schedule for reviewing your policy. Every 6–12 months is a good rule of thumb and note who is responsible for keeping it up to date.
Real-World Example: How We Use AI at CYAN
At CYAN, we use AI tools like ChatGPT to help us summarise meeting notes, structure reports, and spark new ideas — freeing up time for deeper, more strategic work. We also use tools like Fathom AI to record and summarise client calls (with full consent), giving us searchable transcripts, highlights, and clear summaries we can share internally or with clients.
But we don’t just use any tool, or use them casually. We’ve invested in paid and enterprise versions of the platforms we rely on, which allow:
- Secure team-wide access (instead of one person using a personal account),
- Centralised control of data and outputs,
- And stronger privacy settings — including options that prevent company data being used to train public AI models.
AI can help us move faster, but it still needs human oversight. Every AI output is reviewed by a person, and we have clear internal rules about what types of data stay out of these tools entirely.
Creating a Safe, Smart AI Culture in Your Business
Building a clear AI policy isn’t just a tick-box exercise, it’s an essential part of using AI within business in a way that’s safe, productive and trusted by your team.
A simple, well-communicated policy will help your organisation:
- Stay compliant and secure
- Avoid common missteps
- Unlock the full benefits of AI, with human oversight baked in
Need help reviewing or writing your AI policy?
We work with businesses across the UK to put the right digital foundations in place. Get in touch — we’ll help you use AI safely, with structure and support.
