Last reviewed: [Insert date]

1. Purpose

This policy sets out the rules and expectations for using artificial intelligence (AI) tools at [Company Name] across the European Union. It ensures that AI is used responsibly, ethically, and in full compliance with:

• The EU General Data Protection Regulation (GDPR)
• The EU AI Act (anticipated enforcement from 2025)
• National labour laws and employee protections
• Company values around fairness, safety, and transparency

AI use must never undermine employee rights, data privacy, or workplace integrity.

2. Scope

This policy applies to:

• All employees, contractors, and third-party vendors working in the EU
• All workplace use of AI tools, including:
  • Generative AI (e.g. ChatGPT, Gemini, Claude)
  • Embedded AI (e.g. within HR, comms, analytics tools)
  • Any automated system that interprets data or makes decisions

It applies whether the tool is accessed via desktop, browser, mobile, or API integration.

3. Core Principles

⚖️ Compliance First

AI use must always comply with EU laws, including GDPR and the EU AI Act. This means ensuring lawful data use, respecting individual rights, and preventing high-risk or discriminatory applications.