What should the Policy on the use of AI systems contain?

Why does your company need a policy on the use of AI?

Artificial intelligence (AI) systems are becoming an integral part of our daily work. They are increasingly being used to edit texts, generate images, correct code and create handouts, for example for presentations. This technology supports not only the IT, economic, legal or financial industries, but also other fields that are not at first glance related.

Furthermore, in an era of rapid development of artificial intelligence systems technology, it is becoming necessary to use their capabilities for profit and business purposes in order to remain competitive in the market. However, this needs to be done thoughtfully, as the use of AI systems can lead to plagiarism, infringement of intellectual property rights or problems related to data security incidents.

In order to avoid hefty fines and image ‘injections’, it is essential to implement artificial intelligence responsibly within the company, especially by applying an ‘AI Systems Use Policy’.

What can be gained by implementing such a policy?

• benefits for the company’s employees and customers (clear procedures result in increased awareness, which translates into reduced time for certain tasks, increased competitiveness and cost optimisation)

• security of data and company confidentiality

• support for the company’s mission and values

• reinforcement of the image of a responsible and innovative organisation

What should an ‘AI systems use policy’ contain?

In this type of document, it is worth noting the following elements in particular:

The objectives of the policy and the company’s mission

Showing the broader context for the introduction of the policy – for what purposes AI systems are to be used and how this can contribute to the development of the company and its employees, in line with the organisation’s values

Addressees

To whom the policy is addressed – whether to all employees, a specific department, etc.

Conditions for allowing AI systems

Any AI system must be released for use in the company according to a specific procedure before it can be used. The policy should include a description of this procedure and a list of authorised systems, plug-ins or overlays (in the form of an annex or by referring to a specific company resource)

Rules for the use of AI systems

A detailed description of which behaviours are safe and which ones generate risks (ways of formulating queries, entering content into the system, approach to the protection of personal data and company secrets)

System outputs

Which system outputs can be used and under what conditions (attention in particular to copyright)

Incidents

A description of actions to be taken in the event of an anomaly being detected in the operation of the AI system.

AI ambassador

It is a good idea to appoint an AI Ambassador within the company to oversee compliance with the policy and to raise awareness of the policy among employees.

Do you need a ‘Policy on the use of AI systems in the company’?

Contact our specialists who can help you create a ‘tailor-made’ document, an implementation strategy and discuss any doubts you may have regarding AI law.