AI Aware Certification

AI Use Policy

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Overview

This AI Use Policy establishes how uses artificial intelligence tools responsibly. It applies to all employees, contractors, and anyone who uses AI tools on behalf of the company. This policy is designed to be practical — read it, understand it, and reach out to the policy owner if you have questions.

Company Name:

Policy Owner: ,

Effective Date:

Review Cadence: Annually, or when significant new AI tools are adopted

Applies To: All employees, contractors, and vendors using AI tools on behalf of

1. Acceptable Uses of AI

AI tools can genuinely help your work. We encourage you to use them for tasks like:

Drafting and editing internal documents, emails, and reports
Summarizing meetings, notes, or research
Brainstorming ideas and outlining content
Learning new skills and exploring information
Reviewing and improving your own writing or code
Analyzing data that does not contain confidential or personal information

When in doubt about whether a use is acceptable, ask the policy owner before proceeding.

2. Prohibited Uses

The following uses are not permitted under this policy:

Entering confidential company information into public AI tools that have not been approved
Entering personal data about employees, customers, or patients into unapproved AI systems
Using AI to make or support final decisions about hiring, firing, compensation, or promotion without human review
Using AI to impersonate a person or create deceptive content
Using AI to generate content that could violate laws, regulations, or company values
Using AI tools to circumvent security controls, access restrictions, or data classification rules
Presenting AI-generated content as original work or research without disclosure where appropriate

3. Data Handling Basics

AI tools are not a private vault. Treat AI interactions like email — assume they could be seen by others.

Do not enter the following into public or unapproved AI tools:

Social Security numbers, government IDs, or financial account information
Employee performance data, health information, or personally identifying information
Confidential client or customer records
Trade secrets, proprietary processes, or unreleased product information
Passwords, API keys, or access credentials

Always use the company-approved list of AI tools. If you want to use a tool not on the list, ask before you use it.

4. Approved AI Tools

Current Approved Tools

The approved AI tool list is maintained by the AI Responsibility Lead and updated as tools are reviewed and added. Ask for the current list, or check .

Using a tool not on the approved list — even for a one-time task — is not permitted without prior approval.

5. Employee Responsibilities

Every employee who uses AI tools is responsible for:

Reading and following this policy
Using only approved AI tools for work tasks
Not sharing confidential or personal data with unapproved systems
Reviewing AI-generated output before using it — AI can be wrong
Disclosing AI use when required (e.g., in published content or client deliverables)
Reporting concerns or potential violations to the policy owner
Completing any required AI training

If you discover a potential data exposure through an AI tool, report it to immediately.

6. Human Oversight

AI tools assist people — they do not replace human judgment for important decisions.

Before acting on AI output, consider:

Is this information accurate? Has it been verified?
Could this decision affect someone's employment, finances, health, or legal rights?
Would you be comfortable explaining this decision to the person it affects?

For any high-stakes decision, a human must review and own the final call. AI output alone is not sufficient justification.

7. Policy Owner and Questions

This policy is owned by the AI Responsibility Lead. Questions, concerns, and tool approval requests should go to:

AI Responsibility Lead: ,

Email / Contact:

8. Policy Review

This policy will be reviewed at least annually, or when a significant new AI tool or use case is adopted. Employees will be notified of material changes. The most current version of this policy is maintained at .

Acknowledgment

By signing below, I confirm that I have read, understood, and agree to comply with this AI Use Policy.