Glossary
AI company policy
An AI company policy is the internal document that says how staff may use AI tools at work: which tools are approved, what data may go into them, and how AI output should be checked. Even a one-page version beats the silence that breeds shadow AI.
When a company says nothing about AI, employees don’t stop using it. They just use it quietly, on personal accounts (shadow AI). An AI policy replaces that silence with a few clear answers: which tools are approved and on which accounts, what data is allowed in (confidential data usually isn’t), how output must be reviewed before it reaches a customer, and who to ask when in doubt.
This isn’t just a corporate thing. A three-person plumbing firm benefits from three sentences taped to the wall: “Use the company ChatGPT account, not personal ones. Never paste customer names, addresses or bank details. Read everything before sending it.” That’s a real policy: it covers the cases that actually go wrong.
If you’re the one writing it, the working pieces are: an approved-tools list, data rules (red/yellow/green categories work well), a human-review rule for anything outgoing, and a named contact. Review it every few months, because tools and terms change fast. Our paste checker can serve as the live reference behind the data rules.
Where you’ll meet this
- Your employee handbook or intranet, often under IT or security policies
- Onboarding checklists when a company rolls out an approved AI tool
- Templates published by business associations and data protection authorities
Related terms
Put it to work
- Free Skuto Paste Checker Check before you paste: pick what you're about to share and which AI you use, and see in seconds if it's safe — with the vendor's actual terms and a safer alternative.
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