make your free ai workplace use policy

purpose of the ai policy

("company") is excited by the opportunities for innovation and efficiency offered by artificial intelligence (ai) models and tools. we intend to incorporate ai into our company's operations in a safe, ethical, and legally compliant manner. we aim to enable our company, employees, and other stakeholders (e.g., our clients) to obtain maximum benefits from new and established ai technologies.

the company has implemented this ai workplace use policy ("policy") to help us to achieve the above. the policy sets out which ai models and tools may be used within our company, how they may be used, and by whom.

any questions in relation to this policy should be referred to , the , via email at or by phone at .

permitted use of ai by users

we allow and encourage the use of ai within the workplace, but only for the following approved employees ("users"):

the has approved a particular set of ai tools and corresponding uses that the users may utilize. when used in accordance with this policy, the following ai tools, models, and their uses are considered safe and legally compliant for use within our company ("tools"):

ai tool:

permitted use:

requesting permission to use ai tools for alternate reasons

if the users want to use any of the ai tools for a use other than one of the uses set out above, they should propose this use to the , who will evaluate the proposal and, if they approve it, grant permission for the suggested use via a written confirmation.

how ai tools should be used

whenever the users utilize the ai tools, they must be aware that any output generated by the tools may be inaccurate. this includes information purported to be factual, e.g., legal, medical, or technical advice. this applies regardless of media, i.e., whether the output is textual, graphic, audio, or of any other form. ai-generated output should never be taken to be true, or accurate and users should always check the accuracy of any purported statements, facts, or representations before using these to inform or contribute to their work in any way.

whenever the users plan to utilize the ai tools, they must consider whether the tools used may have been trained on, reflect, and/or via its output perpetuate any biases (e.g., systemic biases that discriminate against groups of people). if any potential for incorporation of such of bias exists, the users must consider:

•which biases may be present;

•the potential impacts of their using the relevant ai tool in the planned way (e.g., whether decisions may be made, or advertisements targeted in a manner that reinforces an existing privilege held by a social group);

•how such biases and/or their effects may be mitigated by the users; and

•permitted uses should always be carried out in accordance with the terms of any licenses (e.g., software licenses) or agreements (e.g., user agreements) that allow and/or govern the use of tools when such licenses or agreements are held by or apply to either the company or individual users. if the users are in any doubt as to what any such licenses or agreements require, they should contact the and request further information.

whenever the users utilizes the ai tools, they must do so in accordance with all laws relevant to the specific use. these may include, but are not limited to:

•advertising and marketing laws and regulations

•laws dealing with defamation, libel, and slander

•anti-discrimination laws

•copyright laws

•privacy and data protection laws

•laws restricting the disclosure of confidential information

•intellectual property laws

additionally, when using an ai tool, the users should always:

at any point if, while utilizing the ai tools, a user is uncertain as to how to do so in a risk-averse manner and in compliance with this policy and with the law, they should not hesitate to contact the to discuss their questions or concerns.

users' obligations

users must only use ai within our company in accordance with this policy. they must comply with all provisions and must seek assistance via the identified contacts if uncertain on any point or, if identified contacts are unavailable, via another appropriate party. the relevant use of ai should be paused until any such uncertainties are resolved.

users should actively participate in all training provided or organized by the company that is relevant to ai and the use of the ai tools. if any aspects of the training are unclear to the users, it is their responsibility to raise these concerns with their manager.

company's obligations

we are committed to implementing and facilitating the productive, ethical, and compliant use of ai technologies within our company. as such, we are committed to upholding this policy and to supporting users to ensure that they can adhere to its provisions.

intellectual property

generally, any intellectual property rights created by or arising in works created by any of the company's users in the course of their employment will be the property of the company, unless alternative provisions are made in law or in individual user contractual arrangements with us (e.g., employment contracts or consulting agreements). this includes any intellectual property rights that the users hold in any output created by an ai tool that the users were responsible for creating (e.g., which was created by an ai tool in response to parameters entered by the users) in the course of their employment.

users should be aware that they and/or the company may not always hold all intellectual property rights existing in ai output that they were responsible for creating. ownership of any intellectual property may depend on several factors, including but not limited to:

•the relevant ai tool's user agreements or licenses that apply to the user in relation to the use made of the tool. for example, the provisions within such agreements dealing with intellectual property ownership;

•any pre-existing intellectual property rights in the output created, whether the works in which the rights exist were input into the tool as training data, as user input, or not at all;

•the terms of any licenses or agreements governing the use of the tool's training data;

•any other factors impacting intellectual property ownership, for example, existing license agreements, previous disputes, or rules on different types of intellectual property rights.

bearing in mind the above, users must take care not to infringe the intellectual property rights of any other individual or organization when:

•sourcing or using an ai tool;

•contributing to training any ai tools;

•inputting data of any kind into any ai tools; or

•receiving and using the output of any ai tools.

in particular, users should be careful not to use the output of any ai tool in a way that infringes any other party's intellectual property rights. they should be aware that:

•ai tools may have been trained on content containing intellectual property rights belonging to others and such data may have been used without a valid license for this use; and

•even if training was carried out in accordance with a license, publication of the tool's output or of content containing such may not be covered by the provisions of the license.

therefore, users should always:

•comply with the terms of any relevant licenses, including intellectual property licenses granted to them, to the company, or to another party but which via further licenses or agreements they are covered by (e.g., user agreements for relevant ai tools);

•use ai tools in accordance with their terms of use and similar and in accordance with this policy; and

•contact the for assistance if they are unsure whether a particular use of given output is likely to constitute intellectual property right infringement.

data protection and privacy

no personal data (i.e., information about an individual from which they may be identified) belonging to anybody, including customers, users, and members of the public, should be input into any tool unless express approval to do so in the manner and for the purposes in question has been obtained beforehand. such approval will only be granted when the proposed use is in reliance on a legitimate basis for processing (e.g., it is with data subjects' consent) and in accordance with other data protection principles (e.g., this processing is necessary and appropriate for the relevant purpose).

users must consider whether any ai-generated output they receive, and use contains (or could contain) any personal data belonging to anybody. this applies regardless of whether the users inputs any personal data into the relevant ai tool to generate this output. if the output contains personal data or it is unclear whether it does or not, this output should not be used any further by the users who were responsible for generating it unless and until approval for such use is granted.

protection of confidential information

users must take care when using any of the company's confidential information as input into or to inform input into any ai tool. if any restrictions on the ai tools into which confidential information may be inserted are imposed in this policy or otherwise (e.g., by line managers), these should be observed.

if any ai-generated output contains the company's confidential information or if our confidential information could be extrapolated from the output, this output should not be communicated outside of our company (e.g., via publication or communication to a client) without prior approval from the .

if the users have access to any confidential information belonging to a partner, collaborator, subsidiary, users, or similar of the company, the rules set out within this section, above, also apply to this information. further, such information must only be used in accordance with any agreements governing the exchange and use of such information (e.g., any collaboration agreements, purchase or investment agreements, or non-disclosure agreements).