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Umbrella AI Policy Template

AI policies provide your company's employees with a clear understanding of their rights and responsibilities when it comes to Artificial Intelligence (AI). Your policies should cover data privacy, bias, transparency, and accountability. They should also provide guidance on how to handle potential ethical dilemmas. Remember, these policies are living documents, evolving as the technology and its uses evolve.

You can leverage this example as a starting point to build your AI policies. Review below or download as a template to the right. You may also want to reference the Microsoft Responsible AI Standard.

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[Company] AI Policy

 

1. Purpose

This AI policy aims to establish guidelines and best practices for the responsible and ethical use of Artificial Intelligence (AI) within [Company Name]. It ensures that our employees are using AI systems and platforms in a manner that aligns with the company's values, adheres to legal and regulatory standards, and promotes the safety and well-being of our stakeholders.

 

2. Scope

This policy applies to all employees, contractors, and partners of [Company Name] who use or interact with AI systems, including but not limited to all LLMs, plugins and data enabled AI tools.

 

3. Policy

3.1. Responsible AI Use

Employees must use AI systems responsibly and ethically, avoiding any actions that could harm others, violate privacy, or facilitate malicious activities.

 

3.2. Compliance with Laws and Regulations

AI systems must be used in compliance with all applicable laws and regulations, including data protection, privacy, and intellectual property laws.

 

3.3. Transparency and Accountability

Employees must be transparent about the use of AI in their work, ensuring that stakeholders are aware of the technology's involvement in decision-making processes. Employees must utilize [Company Name]’s centralized system for AI governance and compliance efforts (‘AI System of Record’) to ensure transparency of proposed and active AI activities. Employees are responsible for the outcomes generated by AI systems and should be prepared to explain and justify those outcomes.

3.4. Data Privacy and Security

Employees must adhere to the company's data privacy and security policies when using AI systems. They must ensure that any personal or sensitive data used by AI systems is anonymized and stored securely.

 

3.5. Bias and Fairness

Employees must actively work to identify and mitigate biases in AI systems. They should ensure that these systems are fair, inclusive, and do not discriminate against any individuals or groups.

 

3.6. Human-AI Collaboration

Employees should recognize the limitations of AI and always use their judgment when interpreting and acting on AI-generated recommendations. AI systems should be used as a tool to augment human decision-making, not replace it.

 

3.7. Training and Education

Employees who use AI systems must receive appropriate training on how to use them responsibly and effectively. They should also stay informed about advances in AI technology and potential ethical concerns.

 

3.8. Third-Party Services

When utilizing third-party AI services or platforms, employees must ensure that the providers adhere to the same ethical standards and legal requirements as outlined in this policy.

 

4. Implementation and Monitoring

4.1. AI Governance Board

A multidisciplinary AI risk management team (‘AI Governance Board’) comprised of a diverse team of experts, including data scientists, legal and compliance professionals, and ethics specialists will ensure that AI initiatives are developed and deployed responsibly, in compliance with relevant laws and regulations, and with ethical considerations in mind. The AI Governance Board will create and define roles and responsibilities for designated committees critical to the oversight of [Company Name]’s AI initiatives. (example, AI Ethics Committee)

 

4.2. Designated AI Officer

A designated AI Officer will be responsible for overseeing the implementation of this policy, providing guidance and support to employees, and ensuring compliance with relevant laws and regulations.

4.3. Periodic Reviews

The AI Officer will conduct periodic reviews of AI system use within the company to ensure adherence to this policy, identify any emerging risks, and recommend updates to the policy as necessary.

 

4.4. Incident Reporting

Employees must report any suspected violations of this policy or any potential ethical, legal, or regulatory concerns related to AI use to the AI Officer or through the company's established reporting channels.

 

5. Enforcement

Violations of this policy may result in disciplinary action, up to and including termination of employment, in accordance with [Company Name]'s disciplinary policies and procedures.

 

6. Policy Review

This policy will be reviewed annually or as needed, based on the evolution of AI technology and the regulatory landscape. Any changes to the policy will be communicated to all employees.

 

7. Effective Date

This policy is effective as of [Date].

AI Guardian logo. AI Guardian enables AI-driven innovation and performance improvement through governance, risk and compliance (GRC) systems, mitigating AI-related risks and balancing speed with safety.
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