Artificial Intelligence Use Policy for Companies

A customizable and EU‑law‑compatible AI Use Policy designed for companies to ensure secure, compliant, and efficient AI use. Protect confidential company information and personal data, reduce risks, and guide employees.

What is it for and what does it contain?

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The AI Use Policy (Artificial Intelligence Use Policy) is a universally applicable yet easily customizable internal regulatory document that establishes the framework for the use of artificial intelligence (AI) systems within a corporate environment. 

The purpose of the Policy is to provide clear and unambiguous guidance on:

• which AI systems may be used within the company,

• under what conditions and for what purposes,

• what types of data may be entered into specific systems, and

• which procedural rules must be observed.

The document enables the company to select, from the list, the AI systems in which the processing of confidential information and personal data is permitted, or to supplement the list with additional AI systems where such processing is authorized. In addition, it allows the designation of AI systems that may be used solely for internal work purposes without entering confidential or personal data.

Among other things, the AI Use Policy:

• presents best practices for the proper use of AI (with an educational focus),

• defines the compliant process for account registration and use of AI systems, subject to IT approval,

• sets out the employment law consequences of improper or non-compliant AI use, and

• establishes clear data processing frameworks to ensure the protection of personal data and confidential business information.

What specific risks does it protect companies against?

The primary objective of the AI Use Policy is to prevent the leakage of confidential corporate information and processed personal data.

In particular, the document is designed to mitigate the following risks:

• Uncontrolled sharing of confidential business information (know-how, contractual data, financial information) in external AI systems.

• Unlawful or improper processing of personal data that may result in data protection incidents and regulatory proceedings.

• Data protection and information security risks arising from unregulated, individual decision-based AI use.

• Reputational damage and loss of client trust in the event of a data protection incident.

• Uncertainty regarding employment law consequences and liability in cases of improper use.

In the current corporate environment, the uncontrolled use of AI systems represents one of the most significant data protection legal risks, which — without appropriate internal regulation — may lead to serious consequences.

Why is it easy to use?

The AI Use Policy is practice-oriented and modular in structure, making it easily adaptable to the operations of any company.

Its implementation is straightforward because:

• Provides a pre-developed yet easily customizable structure (the company only needs to adjust the checklist to its needs, review the brief footnotes containing structured instructions, and, based on them, modify the text as necessary and delete the footnotes).

• The company only needs to select the AI systems it intends to use from the list and, if necessary, supplement it with additional systems.

• Establishes clear and easily understandable rules for employees.

• Through educational content and supportive regulations, it facilitates the use of AI and ensures that such use remains within secure and lawful boundaries.

Accordingly, the AI Use Policy does not constitute an administrative burden, but rather a transparent and preventive tool that supports efficient operations while reducing legal and data protection risks.

Illustration source: own compilation using the Gemini image editor 

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