AI Policies & Guidance for Everyday Business
Workplace AI Policies
New technology is entering the workplace. Are your policies keeping up?
AI is no longer confined to the software businesses choose to buy. Employees are bringing their own AI tools, smart glasses, AI-enabled earbuds and digital assistants into the workplace, often without organisations fully understanding what information these technologies can access, capture or share.
These developments create new considerations for privacy, confidentiality, data protection and workplace accountability.
Our two standalone workplace policies help UK employers establish clear, practical rules while supporting the responsible use of emerging technology.
Bring Your Own AI (BYOAI) Policy
Know which AI tools your people are using — and what information they're sharing.
Employees may already be using personal AI accounts, browser extensions, transcription tools and AI assistants to complete everyday work.
Without clear rules, confidential business information, customer records and employee data can be exposed to services the organisation has never assessed or approved.
The Bring Your Own AI Policy provides a practical framework for managing personal AI use at work, establishing approved tools and helping employees understand what they can and cannot share.
What's included:
A 34-page standalone policy and implementation toolkit, including:
Five clear workplace AI rules.
Employee acknowledgement and AI tool declaration.
Approved AI tools register and new tool request form.
Contractor and supplier AI clause.
Client communication and privacy notice wording.
Incident response procedure and reporting form.
AI tool assessment and DPIA screening.
Six practical workplace scenarios and a staff quick-reference card.
Designed for UK employers. Adaptable to your organisation.
AI Wearable Devices at Work Policy
Smart glasses and AI wearables are changing what can be seen, heard and recorded at work.
From camera-enabled glasses to AI earbuds, translation devices and wearable recorders, technology can now capture workplace conversations, images and information in ways that are not always obvious to those nearby.
Employers need clear expectations around their use, particularly in meetings, confidential environments and customer-facing settings.
The AI Wearable Devices at Work Policy helps organisations establish appropriate boundaries, protect workplace privacy and manage authorised use while recognising accessibility needs and reasonable adjustments.
What's included
A 43-page standalone workplace policy and implementation toolkit, including:
Rules for smart glasses, AI earbuds and recording devices.
Employee acknowledgement form.
Accessibility and reasonable adjustment record.
Visitor notice and contractor clause.
Authorised-use request and approval form.
Incident response and assessment procedures.
Data Protection Impact Assessment template.
Six workplace scenarios and a practical staff quick-reference card.
Designed for UK employers, with consideration for privacy, confidentiality and accessibility.
Five Areas of Guidance. One Business Pack.
Whether you're using AI in marketing, customer relationships, team activities, client work or recruitment, the AI Safe Business Pack brings the guidance together in one place.
Alongside these activity guides, you'll receive the Core Handbook, 16 editable templates and supporting implementation materials.
AI in Your Marketing
Create with AI. Protect your business and your reputation.
AI can help businesses create content, generate images, personalise campaigns and reach customers more efficiently. But who owns AI-generated material? What happens to customer information entered into marketing platforms? And when should customers know that AI has been used?
This guide helps businesses navigate AI-assisted marketing, including transparency, customer data, copyright, profiling and misleading content.
Covers: AI-generated content and images, marketing communications, customer data, copyright, personalisation and responsible publishing.
(Price Includes AI Safe Business Pack)
AI and Your Customers
Your customers may be interacting with AI without realising it.
AI is increasingly used in booking systems, website chatbots, customer enquiries, automated messaging and customer relationship management.
While these tools can improve efficiency and customer experiences, businesses remain responsible for protecting personal information, ensuring transparency and maintaining appropriate human oversight.
This guide helps organisations understand where AI sits within the customer journey and what safeguards should be in place.
Covers: Customer-facing AI, chatbots, automated communications, privacy notices, customer information, human oversight and complaints.
(Price Includes AI Safe Business Pack)
AI in Your Team
Your employees may be using more AI than your business knows about.
From drafting emails and summarising documents to managing meetings and analysing information, AI is becoming part of everyday working life.
But different employees may be using different tools, accounts and processes without clear organisational oversight.
This guide helps businesses establish practical rules, understand employee and contractor responsibilities and introduce AI safely across their teams.
Covers: Workplace AI use, approved tools, staff responsibilities, confidential information, human oversight, acceptable-use rules and reporting concerns.
(Price Includes AI Safe Business Pack)
AI When You Work for Clients
Using AI in your own business is one thing. Using it with somebody else's information brings additional responsibilities.
Consultants, agencies, freelancers and professional service providers increasingly use AI to research, draft, analyse and deliver client work.
But what happens when confidential client information, customer records or commercially sensitive material enters an AI system?
This guide helps businesses understand their responsibilities when using AI to provide services for others, including confidentiality, data processing arrangements, transparency and ownership of work.
Covers: Client confidentiality, data processing agreements, AI providers, client permissions, contractual responsibilities, intellectual property and AI-assisted deliverables.
(Price Includes AI Safe Business Pack)
AI in Hiring and HR
When AI influences decisions about people, the consequences can go beyond efficiency.
AI is increasingly used to support recruitment, screen applications, summarise interviews, manage employee information and assist with workplace decisions.
These activities can affect people's opportunities, employment and livelihoods.
This guide helps employers understand the importance of fairness, transparency, data protection and meaningful human involvement when AI is used in recruitment and HR processes.
Covers: Recruitment and candidate screening, employee data, discrimination risks, automated decision-making, human review, transparency and accountability.
(Price Includes AI Safe Business Pack)