About you

Organisation name

Which best describes you?

Regulator you report to (optional)

Leave blank if none.

Tools

Which AI tools may staff use for work?

What about free or personal AI accounts?

Not for any work task Only for public, non-sensitive information

Who decides whether a new tool is approved?

A role, not a name.

Information

What must never be entered into an AI tool?

Personal data about customers, clients or the public Staff or recruitment records Health or other special category information Unpublished financial results or board papers Information clients gave us in confidence Passwords, keys and credentials Legally privileged advice Our own source code

Can AI be used to record or summarise meetings?

Yes, if everyone present agrees first No

Checking and openness

When must a person check AI output?

Always, before it is used or sent Always for anything leaving the organisation or affecting a person; light checks for internal drafts

Do you tell customers or clients when AI helped?

Yes, whenever it shaped what they receive When they ask, and always where the law or a contract requires it

Can AI make decisions about people (hiring, pay, discipline, eligibility)?

No, a person decides and AI may only support Only with written approval from the policy owner

People and ownership

When must staff be trained?

Before they first use an AI tool Within 90 days of starting to use one

Who do staff tell if something goes wrong?

Who owns this policy?

How often will it be reviewed?

Every 6 months Every 12 months

AI use policy builder