Your First AI Policy: What to Include and Why It Matters

Why This Matters

An AI policy tells your team what they can and can't do with AI tools at work. It should cover which tools are approved, what data can and can't be entered, who oversees AI use, and what to do when something goes wrong.

Under the EU AI Act, having documented AI governance demonstrates that your business takes AI compliance seriously. If regulators or clients ask how you manage AI use, pointing to established practices is far better than starting from scratch.

Getting Clear Rules on Paper

Your AI policy should cover which AI tools are approved for use, what types of data can and can't be entered (like client data or trade secrets), who is responsible for overseeing AI use, how to report problems, and rules about reviewing AI outputs before sharing them externally. Keep the language simple — if your employees need a law degree to understand the policy, it won't be followed. Write it the way you'd explain things in a team meeting.

Don't try to cover every scenario. Start with the most important rules and expand as you learn what questions come up in practice.

Rolling It Out

Don't just email the policy and hope people read it. Present it in a team meeting, explain the reasoning behind each rule, and give people a chance to ask questions. Provide practical examples from your own business — 'here's how to use ChatGPT for drafting proposals' and 'here's what you should never paste into an AI tool.' Make the policy easily accessible — pin it to your shared drive or wherever your team goes for reference documents.

Consider appointing one person as the 'go-to' for AI policy questions. This makes it easy for staff to get answers without feeling unsure.

Keeping It Current

AI tools and regulations change quickly, so your policy should be a living document. Review it at least quarterly. Update it whenever you adopt a new AI tool, when regulations change, or when you learn from an incident. Track the version history so you know what was current at any given time. Ask your team for feedback — they're the ones using AI daily and may spot gaps you missed.

This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.