Does Your Company Have an AI Acceptable Use Policy?
With all the hype surrounding AI—and the rapid adoption that comes with it—there has never been a more important time to develop an AI acceptable use Policy
AI can be an incredible productivity tool at work. Whether it’s Grammarly for writing assistance or Google’s NotebookLM for research, AI can help streamline tasks. But it also comes with risks—and I’m not even talking about the social implications.
AI Risks to Watch Out For:
- Relying on AI-generated information that may be inaccurate, misleading, or outright false (AI hallucinations).
- Inputting sensitive company or customer data into AI tools that do not guarantee confidentiality.
- Becoming over-dependent on AI, without applying critical thinking.
- Generating content that could infringe on copyrights.
- Running AI-generated scripts or code that may introduce security flaws—or even execute malicious commands.
- Downloading AI tools that could be malware in disguise.
A Real-World Example
A recent Wall Street Journal article caught my attention about a Disney developer who downloaded an AI tool onto their home machine.
The employee downloaded the tool from GitHub to explore image creation from text prompts.
The AI tool contained malware that accessed the developer’s password manager, compromising both personal and work-related credentials. The employee lost access to financial accounts, had their credit cards stolen, and was personally terrorized.
Due to the fact work accounts were also exploited, the employee lost their job.
Was this an "AI risk"?
Not 100% — it was a broader security failure. Why were work credentials in the employee's password manager? Why didn't work and personal accounts have 2-factor authentication? Was the employe given awareness training on the risks of downloading un-verified tools?
But it highlights the dangers of rapid AI adoption without proper security measures.
The Human Factors in Cybersecurity
The number one risk associated with AI is not just the technology itself, but rather the human element—your people and the processes (or lack of processes) that they follow.
This encompasses the habits, decisions, and awareness levels of employees who interact with AI systems on a daily basis.
AI is being rapidly embedded in the software they use every day, seamlessly integrating into their workflow, including tools the company has authorized and those that may not have been thoroughly vetted.
Without even realizing it, employees can inadvertently upload proprietary information into these AI systems to analyze, proofread, or improve it, potentially exposing sensitive data to unauthorized access or misuse.
This underscores the critical need for comprehensive training and clear guidelines to ensure that employees understand the implications of their interactions with AI and the importance of safeguarding company information.
Read our blog on the The Human Factors in Cyber Security: Strategies for Effective Defense.
AI Acceptable Use Policy Template
The following are some the key components you should consider in your
- AI Policy: Purpose and Scope
Define the aim of the policy (e.g., promoting safe and ethical AI usage). Specify the individuals it applies to (employees, contractors, third-party vendors). Detail which AI tools and applications are included (e.g., generative AI, chatbots, automation tools). - Approved AI Tools and Usage Guidelines
List the AI tools sanctioned for use by the organization. Define acceptable uses, such as: AI-assisted content creation (writing, coding, research), AI for data analysis and automation, and customer support chatbots. Specify prohibited uses, such as: entering confidential or sensitive company/customer data into AI tools, using AI to generate misleading or false information, and unauthorized AI automation that may pose security risks. - Data Privacy and Security
Forbid employees from inputting sensitive, proprietary, or personal data into AI tools that do not ensure confidentiality. Ensure AI tools adhere to data protection regulations (GDPR, CCPA, HIPAA, etc.). Require encryption and access controls for AI applications handling sensitive information. - Accuracy, Bias, and Ethical AI Use
Verify AI-generated content before utilizing it in business decisions. Address bias and fairness by ensuring AI models do not promote discrimination. Define accountability—employees are responsible for reviewing and validating AI-generated output. - Compliance with Copyright and Intellectual Property Laws
Ensure AI-generated content does not infringe on copyrights or trademarks. Employees should cite sources and verify AI-generated work to avoid plagiarism. - Security and Risk Management
Mandate that all AI usage undergoes the IT Security and Risk Management processes to ensure risks are identified, evaluated, prioritized, mitigated, and monitored. - Human Oversight and Final Decision-Making
AI should assist, not replace, human judgment in critical business decisions. Employees should review and validate AI-generated insights before implementation. - Continuous Monitoring and Policy Updates
The organization should regularly assess AI usage and risks. Employees should report AI-related issues or misuse to the IT/security team. The policy should be updated as AI technologies evolve. - Employee Training and Awareness
Provide AI literacy training on responsible AI use. Educate employees on AI risks, including misinformation, bias, and security threats. - Enforcement and Consequences
Outline penalties for violations, such as disciplinary action or access revocation. Establish an escalation process for reporting AI misuse or concerns.
If Your Company Doesn’t Have an AI Acceptable Use Policy—Get One!
It appears AI is here to stay, and while it can enhance productivity, it should be used responsibly. Organizations need clear guidelines to prevent security breaches, misinformation, and compliance risks.
💡 And hey, maybe you can even use AI to help write it! 😆
The use of AI in the enterprise is spreading like wildfire. Now is the time to develop, implement, monitor and enforce an AI Acceptable Use Policy.
