Use of Artificial Intelligence AI language models at work policy template

£ 20

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.

This policy has three parts: an 'overview' that explains what it's about, 'scope' which details who it applies to, and 'general principles' that list the main rules it follows.

Why this policy is necessary

The purpose of a policy for the use of Artificial Intelligence (AI) language models at work such as ChatGPT and Bard 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.

  • The Equality Act 2010: This legislation prohibits discrimination on the grounds of protected characteristics, such as age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, and pregnancy and maternity. When implementing an AI language models policy, organisations should ensure that it does not unfairly impact any group of employees based on their protected characteristics.

  • The Data Protection Act 2018 and the General Data Protection Regulation (GDPR): These legislations govern the collection, processing, and storage of personal data. Organisations should ensure that their AI language models policy complies with these laws by outlining the procedures for handling and protecting personal data shared through AI.

  • The Human Rights Act 1998: This legislation incorporates the European Convention on Human Rights into UK law. The act guarantees employees' right to privacy and data protection. Organisations should ensure that their AI language models policy does not infringe on employees' rights to privacy.

  • The Health and Safety at Work etc. Act 1974: This legislation requires employers to ensure the health, safety, and welfare of their employees. When implementing an AI language models policy, organisations should consider the potential risks associated with using the technology and take steps to mitigate them.

  • The Employment Rights Act 1996: This legislation establishes the minimum employment rights of UK employees, such as the right to a written statement of terms and conditions and the right to request flexible working. Organisations should ensure that their AI language models policy does not infringe on these rights.


Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
351 words, 2 pages A4
Date last reviewed icon
Date last reviewed
1 June 2024
use of artificial intelligence ai language models at work policy template

Use of Artificial Intelligence AI language models at work


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.


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.

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 conversations or any other non-work-related activities.

Data Privacy

Users of AI language models must adhere to all relevant data privacy regulations, including but not limited to the General Data Protection Regulation (GDPR). Users should not input any personal or sensitive information into AI language models, such as passwords, credit card information, or personally identifiable information.


Users are responsible for their actions when using AI language models. All communication generated by AI language models should be reviewed and approved by the user before sending it to customers or stakeholders.


Users must ensure that any confidential information communicated through AI language models is protected and not shared with unauthorised individuals or entities.


The use of AI language models may be monitored by the company to ensure compliance with this policy and to maintain the security and confidentiality of the company's information.

Consequences of Non-Compliance

Failure to comply with this policy may result in disciplinary action, up to and including termination of employment or contract. Users may also be held liable for any damages resulting from non-compliance.

Training and Education

All employees, contractors, and third-party vendors who have access to AI language models for work-related purposes in the UK must undergo training on this policy and related data privacy regulations.

Policy Review

This policy will be reviewed periodically to ensure that it remains relevant and up-to-date with any changes in data privacy regulations or company practices. Any updates or revisions to this policy will be communicated to all affected users.

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This policy [does not] form[s] part of your terms and conditions of employment.

Version: [1.0]

Issue date: [date]

Author: [name, job title]

Why choose our Use of Artificial Intelligence AI language models at work policy template?

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