AI Acceptable Use Policy

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Email: {{email}}

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1. Purpose and Scope

This AI Acceptable Use Policy ('the Policy') establishes guidelines for the responsible and ethical use of Artificial Intelligence (AI) tools and technologies by all employees, contractors, and other personnel ('Users') of {{company_name}}. The purpose of this Policy is to ensure that AI is leveraged to enhance productivity, foster innovation, and maintain compliance with all applicable laws and regulations, while mitigating potential risks associated with AI use, including but not limited to data privacy breaches, intellectual property infringement, and the spread of misinformation. This Policy applies to all AI applications, software, platforms, and services, whether developed internally, procured externally, or accessed independently by Users for business purposes.

2. Definitions

**Artificial Intelligence (AI):** Refers to systems that display intelligent behaviour by analysing their environment and taking actions — with some degree of autonomy — to achieve specific goals.

**AI Tools/Applications:** Includes, but is not limited to, generative AI (e.g., large language models, image generators), machine learning platforms, automated decision-making systems, and AI-powered analytics tools.

**Confidential Information:** Any non-public information belonging to {{company_name}} or its clients, including trade secrets, proprietary data, financial information, personal data, and business strategies.

**Personal Data:** Any information relating to an identified or identifiable natural person.

3. General Principles for AI Use

**a. Lawfulness, Fairness, and Transparency:** Users must ensure that AI is used in a lawful, fair, and transparent manner, respecting the rights and privacy of individuals.

**b. Accountability:** Users are individually accountable for their actions when using AI tools and for the outputs generated, especially concerning accuracy, bias, and compliance.

**c. Data Privacy and Security:** Users must exercise extreme caution when inputting data into AI tools, particularly ensuring that no confidential, sensitive, or personal data is transmitted to or processed by unauthorised AI applications.

**d. Intellectual Property:** Users must respect intellectual property rights. Material generated by AI may have complex IP ownership issues; therefore, content containing company IP or intended for external publication must be reviewed and approved.

**e. Accuracy and Bias:** Users are responsible for verifying the accuracy of AI-generated content. AI systems can produce erroneous, biased, or inappropriate outputs. Critical evaluation and human oversight are essential.

**f. Non-Discrimination:** AI tools shall not be used in a manner that promotes or facilitates discrimination based on race, gender, religion, national origin, disability, or any other protected characteristic.

4. Prohibited Uses of AI

The following uses of AI are strictly prohibited:

**a. Inputting Confidential and Sensitive Information:** Entering any {{company_name}} confidential data, client data, personal identifiable information (PII), or other sensitive information into public or unapproved AI tools.

**b. Unauthorised Decision-Making:** Using AI for making critical business decisions without human review and oversight, especially decisions affecting individuals (e.g., hiring, performance evaluations, credit decisions).

**c. Malicious Activities:** Using AI for any illegal, unethical, or malicious purposes, including generating malware, phishing attempts, fraudulent content, or engaging in cyberbullying or harassment.

**d. Copyright Infringement:** Using AI to generate or disseminate content that infringes on the intellectual property rights of others.

**e. Misrepresentation:** Presenting AI-generated content as original human work without appropriate disclosure, where such disclosure is material or required.

**f. Impersonation:** Using AI to impersonate individuals or entities without explicit authorisation.

5. Approved AI Tools and Training

A list of approved AI tools and platforms for business use will be maintained by the IT Department and communicated to all Users. Users wishing to utilise AI tools not on the approved list must submit a request for evaluation and approval through {{approval_process_details_or_department}}. All Users are required to undergo mandatory training on this AI Acceptable Use Policy and related best practices, as specified by {{training_department}}.

6. Monitoring and Enforcement

{{company_name}} reserves the right to monitor the use of company systems and networks, including AI tool usage, to ensure compliance with this Policy. Any violation of this Policy may result in disciplinary action, up to and including termination of employment, and may also lead to legal action where appropriate. Users are encouraged to report any suspected misuse of AI or potential security vulnerabilities to {{reporting_department_or_individual}}.

7. Policy Review

This Policy will be reviewed periodically, at least every {{review_period_months}} months, or more frequently as developments in AI technology and legal/regulatory frameworks evolve, to ensure its continued relevance and effectiveness. Updates will be communicated to all Users.

8. Acknowledgment

I, the undersigned, acknowledge that I have read, understood, and agree to comply with the terms and conditions set forth in {{company_name}}'s AI Acceptable Use Policy.

Signature Block

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Employee Name: {{employee_name}}

Employee Signature: ___________________________

Date: {{date}}

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Management Representative Name: {{management_rep_name}}

Management Representative Signature: ___________________________

Date: {{date}}