Internal policyVersion 1.0 · [date]
1. Purpose
[Company name] encourages employees to use AI assistants to save time on everyday tasks, while protecting our clients, our data and our reputation. This policy sets simple rules for doing so.
2. Approved tools
- Approved AI assistant(s): [e.g. Nation.AI]
- Any other tool must be approved by [role / person] before use for work.
3. Encouraged uses
- Drafting and improving emails, posts, reports and presentations.
- Summarising public or non-confidential documents and meetings.
- Brainstorming, research on public information, translation, spelling and grammar.
4. Never share with an AI assistant
- Passwords, access codes, bank or payment details.
- Personal data of clients, employees or candidates (names, contact details, health, salaries…) unless explicitly approved.
- Confidential information: contracts under negotiation, unpublished financial results, trade secrets, source code [adapt].
When in doubt, anonymise: replace names and figures with placeholders such as [Client A] or [amount].
5. Human review
- AI output is a draft. The employee who uses it remains responsible for the final content.
- Facts, figures, legal or medical statements must be checked against a reliable source before use.
- Content sent to clients or published externally is reviewed by [role].
6. Transparency
Tell your manager or client when AI played a major role in a deliverable where this matters (e.g. studies, creative work). Do not present AI-generated images as real photographs.
7. Questions and updates
Questions about this policy: [contact]. This policy is reviewed every [6 / 12] months.