Do you have an AI policy?
Most business owners don’t — and that’s a real risk. An AI policy is a simple document that tells your staff how to use AI tools safely and appropriately at work.
What is “Shadow AI”?
Shadow AI refers to staff using AI tools — like the free version of ChatGPT — for work tasks, without the business owner’s knowledge or approval. It happens more than you’d think. An employee might paste a client email into ChatGPT to get a quick reply, or use it to summarise a contract. They’re trying to be productive, but they may be sharing confidential information with a public AI system in the process.
Why does this matter?
Free AI tools may use what is entered into them to improve their models. Depending on the tool and the data entered, this could mean:
- Client details or financial information leaving your business
- Confidential documents being exposed
- Potential breaches of your privacy obligations
You are still responsible for how your business handles client data — even if an employee was the one who shared it.
What does an AI policy do?
A clear AI policy sets out simple rules for your staff. It doesn’t need to be complicated — a single page of plain-language rules is enough to protect your business and give your staff confidence about what’s acceptable.
- Which AI tools are approved for business use
- What types of information must never be entered into AI tools
- How to review and check AI-generated content before using it
- Who is responsible if something goes wrong
Get our AI Acceptable Use Policy
We’ve put together a straightforward AI policy template for small businesses.
Get in touch and we’ll send you a copy. Contact us → or book a session →
Also worth reading: Understanding AI in Your Business · What can AI do for my business?