1. Introduction and Purpose

• Define the purpose of the AI policy (e.g., to ensure ethical, compliant, and strategic use of AI).
• Align with client expectations, industry standards, and EU regulations (e.g., the AI Act).
• Emphasize the company’s commitment to transparency, accountability, and responsible AI use.

2. Scope and Applicability

• Specify who this policy applies to (e.g., employees, contractors, partners).
• Outline the types of AI tools and technologies covered (e.g., generative AI, machine learning models).

3. General Principles

• Ethical Use: Commit to fairness, non-discrimination, and minimizing bias in AI applications.
• Transparency: Ensure employees understand how AI tools work and their limitations.
• Accountability: Assign responsibility for AI-related decisions and outcomes.

4. Approved AI Tools

• List approved AI tools and platforms (e.g., GitHub Copilot, OpenAI’s ChatGPT).
• Prohibit the use of unapproved AI tools to prevent data security and compliance risks.

5. Data Privacy and Security

• Restrict the input of sensitive or proprietary data into AI tools, especially public platforms.
• Align with GDPR and other EU data protection regulations.
• Reference existing confidentiality and data use policies.

6. Intellectual Property (IP) Protection

• Ensure AI-generated content complies with IP laws and client agreements.
• Use AI tools in ways that protect both the company’s and clients’ intellectual property.

7. Employee Training and Guidelines

• Provide training on ethical AI use, data privacy, and compliance.
• Define reasonable use guidelines (e.g., AI for coding assistance, not decision-making without oversight).

8. Monitoring and Governance

• Establish oversight mechanisms to monitor AI usage and compliance.
• Conduct regular audits of AI tools and their outputs.
• Address AI-related risks (e.g., errors, bias) proactively.

9. Incident Reporting and Escalation

• Create a process for reporting AI-related issues (e.g., data breaches, biased outputs).
• Define escalation protocols for resolving AI-related incidents.

10. Alignment with Client Policies

• Commit to adhering to clients’ AI policies and guidelines.
• Collaborate with clients to ensure seamless integration of AI into their projects.

11. Revision and Updates

• Review and update the AI policy regularly to reflect new technologies, regulations, and client requirements.
• Encourage employee feedback to improve the policy.

12. References

• Link to relevant EU regulations (e.g., AI Act, GDPR).
• Include internal policies (e.g., confidentiality, document retention) that support this AI policy.