AI Use Policy
01 Purpose and scope
AI tools can help us work faster and serve customers better. This policy explains how everyone at our company may use them safely. It applies to all employees, contractors, and anyone working on our behalf, on any device, whenever AI is used for company work.
02 Approved AI tools
Use only the tools listed here for company work. To request a new tool, ask the policy owner.
| Tool | Account type | Approved for |
|---|---|---|
03 Good uses of AI
- Drafting emails, posts, and documents for a person to review
- Summarizing long emails, notes, or public documents
- Brainstorming ideas and outlines
- Explaining unfamiliar terms or topics
- Reformatting or cleaning up our own non-sensitive content
04 Never enter into an AI tool
- Social Security, driver’s license, or bank and card numbers
- Health or medical information
- Passwords, keys, or login details
- Employee records or performance details
- Confidential contracts, pricing, or legal matters
- Customer names with personal details, unless the tool is approved for it above
05 A person reviews before it goes out
AI output is a first draft. A person must read and approve anything that goes to a customer, is published, or affects money, legal matters, or someone’s job. The person who sends it is responsible for it.
06 Check the facts
AI can sound confident and still be wrong. Verify every number, date, name, quote, price, and source before using it. Never present AI-made claims as fact without checking them.
07 Be honest about AI use
Don’t use AI to impersonate a real person or to mislead customers. If a customer asks whether AI was used, answer honestly. Clearly label AI-generated images when it matters to the customer.
08 People decisions stay with people
AI may help draft job posts or summarize anonymized feedback, but it must never make or be the sole basis for hiring, firing, pay, or performance decisions.
09 Security and accounts
- Use company accounts for company work, not personal ones
- Turn on business privacy settings, including opting out of model training where available
- Use strong passwords and two-factor sign-in
10 Mistakes and questions
If sensitive information is entered by mistake, or AI output causes a problem, tell right away. Reporting quickly is always the right move. Questions about this policy go to the same person.
11 Training and review
Everyone completes AI training before using AI tools for company work. We review this policy every , or sooner when we add a new tool.
12 Employee acknowledgment
I have read this AI Use Policy, I understand it, and I agree to follow it.