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Our Use of Artificial Intelligence (AI) Language Models at Work Policy Template establishes guidelines for the ethical and responsible utilisation of AI language models in the workplace, ensuring transparency, fairness, and data security.
1 Purpose
1.1 The purpose of this policy is to provide guidelines on the appropriate use of Artificial Intelligence (AI) language models for work purposes in the UK. AI language models such as ChatGPT or Gemini are designed to assist users in generating human-like responses to various prompts.
2 Scope
2.1 This policy applies to all employees, contractors, and third-party vendors who have access to AI language models for work-related purposes in the UK.
3 Acceptable Use
AI language models are to be used solely for work-related purposes, such as generating responses to customer inquiries, drafting emails or documents, and other business-related tasks. It should not be used for personal
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The purpose of a policy for the use of Artificial Intelligence (AI) language models at work such as ChatGPT is to establish guidelines and expectations for the appropriate use of the technology in the workplace. The policy aims to ensure that employees use AI in a professional, ethical, and responsible manner that aligns with the organisation's goals and values.
By establishing a policy, organisations can provide clear guidance to their employees on how to use AI language models effectively while avoiding any negative impact on the organisation or its customers. The policy can also help to protect the organisation from legal liability, by establishing clear rules for the handling of confidential or sensitive information, and setting expectations for ethical behaviour.
Moreover, a policy for the use of AI language models can contribute to a positive workplace culture by creating a more inclusive and respectful environment. This can be achieved by addressing issues such as bias, security, confidentiality, and professionalism, and providing employees with clear guidelines for their behavior.
Overall, a policy for the use of AI language models at work is a crucial step in ensuring that employees use the technology appropriately, ethically, and in a manner that supports the organisation's objectives while protecting its customers' interests.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Use of AI at work policy template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
How this content is developed and reviewed
The Use of AI at work policy template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing security and information processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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