Last reviewed: [Insert date]

1. Purpose

This policy defines how employees and contractors at [Company Name] may use AI tools in a responsible, secure, and ethical manner. It ensures our use of AI complies with relevant U.S. laws and reflects our commitment to trust, transparency, and fairness.

2. Scope

This policy applies to:

• All employees, contractors, interns, and vendors operating in the U.S.
• All generative or automated AI tools used for work purposes, including:
  • Chatbots (e.g. ChatGPT, Bard, Claude)
  • AI assistants (e.g. Microsoft Copilot, Grammarly AI)
  • Tools with embedded AI features (e.g. HR systems, analytics platforms)

3. Core Principles

All use of AI must follow these principles:

• Human-First Approach

  AI can assist, but people make the final call. We do not automate decisions that materially affect individuals without human review.

• Data Responsibility

  Personal, financial, health, or employment data must not be shared with AI tools unless explicitly approved and secured.

• Security & Compliance

  Tools must meet security standards and not violate U.S. privacy laws (e.g. CCPA, CPRA, HIPAA where applicable).

• Clarity & Honesty

  Disclose when AI was used to generate content or make recommendations, especially in external or people-facing contexts.

• Fairness & Non-Discrimination

  Avoid using AI in ways that may reinforce bias, stereotype, or result in unequal treatment.

4. Examples of Acceptable Use

Employees may use approved AI tools to: