1. Purpose
Example wording: "We use AI tools to save time on routine work. People remain responsible for every decision and every piece of work that leaves the business."
2. Approved tools
List each approved tool, the plan or account type, and who manages it. Anything not on the list needs approval first.
| Tool | Plan / account | Approved for | Managed by |
|---|---|---|---|
| [Tool name] | [Business plan, company account] | [Public and internal information] | [Role] |
3. Which information can go where
| Information | Examples | Allowed in |
|---|---|---|
| Public | Website copy, published brochures | Any approved tool |
| Internal | Procedures, meeting notes, drafts | Approved business tools only |
| Confidential | Client details, pricing, contracts, staff matters | [Only in-house tools / not permitted] |
| Regulated | Health, financial or legally privileged information | Not permitted without specific approval |
Not sure which group something is in? Treat it as the more sensitive one. More on sorting information.
4. Human review
- Anything sent to a client, supplier or the public is read and approved by a person first.
- AI output is checked against the source before it is relied on. Figures, names, dates and quotes especially.
- AI does not make decisions about people (hiring, performance, pay) on its own.
5. Being open about AI use
Decide when you tell clients that AI helped prepare work, for example "where AI materially prepared a document, we say so". Whatever you choose, apply it consistently.
6. Records
For workflows that run regularly, keep a simple record of what the tool did and who approved the result. It makes mistakes easier to find and fix.
7. Who to ask, and when this is reviewed
Name one person to ask about AI use, and set a review date. Tools and terms change quickly; every six months is a reasonable default.