Table of Contents

• 1. Define the Purpose of the Policy
• 2. Identify Where AI Is Used in Your Organization
• 3. Clarify What Counts as “Artificial Intelligence”
• 4. Specify Who Can Use AI and for What Purposes
• 5. Protect Data and Confidential Information
• 6. Require Human Oversight
• 7. Establish Ethical and Transparency Standards
• 8. Define Oversight, Review, and Updates
• 9. Training and Awareness
• 10. Reporting and Incident Management
• 11. Example Structure of an AI Policy
• Conclusion

Artificial Intelligence (AI) is now part of everyday business life. It’s used to analyze data, automate tasks, draft content, and make predictions. But while AI offers huge opportunities, it also creates new risks — legal, ethical, and reputational.

That’s why every company needs a clear internal AI policy: a set of rules that defines how AI can be used responsibly, safely, and transparently within the organization.

Let’s look at how to build such a policy step by step.

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1. Define the Purpose of the Policy

Start by clearly stating why the policy exists. For example:

“This policy defines the principles and rules for the ethical and secure use of Artificial Intelligence within the company, to ensure transparency, data protection, and compliance with applicable laws.”

The goal is to guide and enable AI usage, not to block it. A good policy encourages innovation while preventing misuse or careless adoption.

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2. Identify Where AI Is Used in Your Organization

Different departments use AI in different ways:

Marketing – content generation, campaign optimization, customer analysis.

HR – résumé screening, candidate ranking, or chatbot interactions.

IT/Security – anomaly detection, intrusion monitoring, automation scripts.

Finance – fraud detection, data modeling, forecasting.

Customer Service – chatbots, virtual assistants, sentiment analysis.

The policy should reflect these differences and include specific rules per department when necessary. For example, “AI-generated content must be reviewed by a human editor before publication.”

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3. Clarify What Counts as “Artificial Intelligence”

Many employees don’t have a clear understanding of what AI actually is. Define it simply:

“Artificial Intelligence refers to any system capable of generating, analyzing, or acting autonomously or semi-autonomously based on data and algorithms — including text, image, audio, and predictive tools.”

This definition covers both generative AI (e.g., ChatGPT, Midjourney, Copilot) and analytical AI (machine learning, predictive algorithms, automation engines).

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4. Specify Who Can Use AI and for What Purposes

Not everyone should have the same level of freedom. Your policy should distinguish between:

Authorized use – who may use AI tools and under which conditions.

Prohibited use – where AI must not be used (e.g., legal opinions, client data analysis without consent, or manipulating media).

Experimental use – for testing new tools under supervision.

Example clause:

“AI tools may be used to support content creation and analysis, provided that outputs are verified by a qualified staff member before public release.”

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5. Protect Data and Confidential Information

This is a critical section. Many AI tools send user inputs to external servers, sometimes outside the EU. Make it absolutely clear what must never be entered into AI systems:

Personal or confidential customer data;

Private business information, contracts, or financial records;

Internal strategies, credentials, or unpublished projects.

Example rule:

“Sensitive or confidential data must not be entered into public or third-party AI systems unless explicitly authorized by the Data Protection Officer.”

It’s also useful to maintain a list of approved AI tools that comply with GDPR and company data policies.

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6. Require Human Oversight

AI systems can make mistakes or “hallucinate” false information. Your policy should require that all AI-generated outputs are reviewed before being used in business contexts.

“All content, recommendations, or decisions generated by AI systems must be validated by a human before distribution or implementation.”

This concept — known as “human in the loop” — ensures that humans stay accountable for the final outcome.

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7. Establish Ethical and Transparency Standards

A responsible AI policy is not only about compliance — it’s also about values. Employees must ensure that AI use:

Respects human dignity and diversity;

Avoids bias and discrimination;

Promotes transparency and fairness;

Discloses AI involvement when relevant.

For example, marketing materials or documents partly generated by AI should include a note like:

“This content was created with the support of artificial intelligence and reviewed by our editorial team.”

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8. Define Oversight, Review, and Updates

AI technology evolves quickly, so your policy should never be static. Establish a review process that includes:

An AI Compliance Officer or internal committee; 1.

A register of all AI tools used in the company; 1.

An annual review of the policy based on new technologies and laws.

“This policy will be reviewed annually by the Technology & Compliance Committee to ensure alignment with the EU AI Act and GDPR.”

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9. Training and Awareness

Even the best-written policy is useless if no one understands it. Organize regular short training sessions to help employees:

Recognize safe and unsafe AI practices;

Understand the company’s rules;

Learn how to report concerns or misuse.

The goal is to create a culture of awareness, not fear. People should feel comfortable using AI — but in a controlled, compliant way.

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10. Reporting and Incident Management

Your policy should also describe how to handle potential breaches. Employees must know who to contact if they notice an issue, such as:

Misuse of AI;

Possible data leaks;

Inaccurate or misleading AI outputs.

You can include a simple process like:

“Any suspected misuse of AI systems must be reported immediately to the Compliance Department or the IT Security Officer for investigation.”

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11. Example Structure of an AI Policy

To make it easier, here’s a standard structure you can follow:

Purpose and Scope 1.

Definitions 1.

General Principles (Ethics, Transparency, Safety) 1.

Authorized and Prohibited Use 1.

Data Protection and Privacy 1.

Human Oversight 1.

Roles and Responsibilities 1.

Training and Awareness 1.

Policy Review and Updates 1.

Reporting and Compliance Procedures

Keep it short — ideally between 3 and 5 pages, with language that’s clear and practical, not full of legal jargon.

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Conclusion

A clear AI policy helps your company use technology safely, transparently, and in full compliance with the EU AI Act. To ensure proper implementation and compliance, Endoacustica offers professional support in AI governance, cybersecurity, and digital forensics, helping organizations identify risks and build secure, transparent, and compliant AI practices.

Contact Endoacustica for expert guidance on protecting your business in the age of artificial intelligence.