Your employees are probably already using AI tools. Without guidance, they may paste customer data, source code or financial information into services that are not approved. A short, clear policy solves most of the risk.
1. Decide which tools are approved
Provide business-grade AI tools with the right privacy settings, and tell people which ones to use. Free consumer tools often have different data terms.
2. Define what data must never be shared
- Customer personal information and payment data
- Health, legal or financial records
- Passwords, keys and confidential source code
- Unreleased business plans and contracts
3. Require human review
AI can be confidently wrong. Anything customer-facing, legal or financial should be reviewed by a person before it is used.
4. Be transparent
Decide when AI use should be disclosed to customers or colleagues, and keep records for important decisions.
5. Train and revisit
Run a short training session, share examples of good and bad use, and review the policy every few months as tools and regulations change.