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AI Automation

Write a simple AI use policy for your company

Help your team use AI productively without putting company or customer data at risk.

Beginner6 min read4 steps

  1. ToolsWhat is approved
  2. DataWhat stays private
  3. ReviewPeople check work
  4. TrainShare and update

What you need

  • A list of the AI tools your team already uses
  • Input from whoever handles IT and legal matters

  1. Find out what people already use

    Ask openly, without blame. Staff are often already using AI tools, and a clear policy is much safer than no guidance at all.

  2. Approve tools and classify your data

    Decide which tools are allowed and check each provider's data terms. Then make the rules on data simple enough to remember. Adapt this example to your own business and legal requirements.

    Green:  Public information, general research, drafts
        → Allowed in approved tools

Amber:  Internal documents and business plans
        → Only in tools approved for company data

Red:    Customer personal data, passwords, staff records,
        confidential contracts and financial data
        → Not allowed, unless specifically approved

  3. Keep people responsible

    State clearly that a person must review AI output before it is sent or relied on, and that they remain responsible for it. Decide which uses, such as hiring decisions, need extra review or are not allowed.

  4. Train the team and review regularly

    Keep the policy to one page, explain it with real examples, and name someone to answer questions. AI tools change quickly, so review the policy every few months.

    This is a practical starting point rather than legal advice. Ask a legal adviser to check it against the laws that apply to your business.

Want this set up for your business?

We can plan, build and hand it over to your team.

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