AI Tool Usage Policy

Purpose

This AI Tool Usage Policy outlines the guidelines and procedures for the responsible and
ethical use of artificial intelligence (AI) tools within the organization. The policy is designed
to ensure that AI technologies are employed in a manner that aligns with the organization's
values, legal requirements, and data protection standards.

Scope
This policy applies to all employees, contractors, and third parties who have access to and
use AI tools on behalf of the organization.

Ethical Use of AI
Fairness: AI tools should be programmed and utilized in a manner that promotes fairness
and avoids bias in decision-making processes.

Transparency: The organization commits to being transparent about the use of AI tools,
providing clear explanations of how AI systems make decisions that impact individuals.

Accountability: There should be clear accountability for decisions made by AI tools.

Employees must not abdicate their responsibility for decisions made with AI assistance.

Data Privacy and Security

Data Protection: The use of AI tools must comply with relevant data protection laws and
regulations. Employees should be aware of and adhere to the organization's data
protection policies.

Data Security: Measures should be in place to secure data used by AI tools to prevent
unauthorized access or breaches. Encryption and secure storage practices must be
followed.

User Training and Awareness

Training: Employees using AI tools must receive adequate training on how to use and
interpret results from AI systems. This includes understanding the limitations and
potential biases of AI tools.
Awareness: Users should be aware of the ethical considerations and potential impact of AI
on their work and decision-making processes.

Decision-Making and Human Oversight

Human-in-the-Loop: Critical decisions should involve human oversight. AI tools are aids to
decision-making and should not replace human judgment entirely.

Review Mechanism: Regular reviews of AI tool performance and outcomes should be

conducted to identify and address any biases or inaccuracies.

Vendor and Tool Selection

Due Diligence: The organization will conduct thorough due diligence when selecting AI
vendors or tools. This includes assessing their ethical practices, security measures, and
compliance with data protection laws.

Contractual Agreements: Contracts with AI vendors should include clauses that address
data ownership, security, and the organization's right to audit the AI tool's performance.

Compliance
Legal Compliance: The use of AI tools must comply with all applicable laws and regulations
governing data protection, privacy, and AI technology.

Policy Adherence: Employees are required to adhere to this AI Tool Usage Policy. Violations
may result in disciplinary action.

Continuous Improvement
Feedback Mechanism: Employees are encouraged to provide feedback on the use of AI
tools, enabling continuous improvement and addressing any ethical concerns.

Policy Review: This policy will be reviewed periodically to ensure its continued
effectiveness and relevance.

Note: Customize this template to fit the specific needs and policies of your organization. Seek
legal advice to ensure compliance with local laws and regulations.