What is an AI policy?
An AI policy describes how an organisation may use AI, and AI governance is the work with roles, decisions and follow-up that makes sure the policy is followed.
A good policy is short and concrete. It says which AI services may be used, for what and which information must never be typed into them.
Governance covers who decides on new tools, how risks are assessed and how use is followed up. It connects AI with existing work on information security and data protection.
A policy that only prohibits rarely holds. Staff also need an approved option that works for their job.
How it works
Governance usually rests on a few clear parts. An owner responsible for the whole, a simple process for assessing new tools and a list of what is approved. Add rules on which information may be used where, often tied to data classification, and a plan for follow-up.
Why it matters
Without governance, AI spreads anyway, but on everyone's own terms. That brings uneven quality and risks nobody has an overview of. A policy makes it safe to use AI and clear who answers for what. It also helps show that the organisation is working on AI literacy.
What to keep in mind
A policy written once and then left alone soon goes out of date. Tools change often, so review it regularly.
Write it for the people who will follow it. Examples of what is and is not allowed say more than general wording.
What it means for you
Write a one-page policy and name an approved tool for sensitive information. Review it every six months.
Common questions
What should an AI policy cover?
Which tools are approved, what information may be used in them, who is responsible and how answers should be reviewed. Keep it short so people read it.
Is banning AI enough?
Rarely. The need remains, and a ban easily leads to shadow AI. An approved alternative usually works better.
Does the law require an AI policy?
No law requires a document by that name. The AI Act sets requirements on AI literacy, and GDPR requires control over how personal data is processed. A policy is a simple way to show how you work.
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