With the rise of tools like ChatGPT, Microsoft Copilot, and Google Gemini, businesses are rapidly integrating generative artificial intelligence (AI) into daily operations. But without clear boundaries, AI use can expose organisations to significant risks. That’s where a Generative Artificial Intelligence in the Workplace Policy comes in. This policy helps ensure that AI is used effectively, safely, and in line with business goals.
A Generative AI Workplace Policy outlines how employees are permitted to use AI applications in their professional roles. It sets the rules for using tools such as ChatGPT, Claude, or Gemini to support business activities like research, content drafting, or automating repetitive tasks.
The policy ensures that all AI use aligns with ethical standards, complies with data protection laws, and respects intellectual property rights. It also establishes accountability, clarifies monitoring practices, and addresses what happens in the case of misuse.
Introducing a clear AI policy has several benefits for both employers and employees:
In a time when AI can rapidly scale both productivity and risk, this type of policy is quickly becoming essential.
Creating your Generative Artificial Intelligence in the Workplace Policy through Bind is simple. Start by asking Bind for the policy, answer guided questions about permitted use and monitoring practices the system generates a tailored document instantly.
You can edit the policy text manually or with AI assistance, share it with your team, securely store it and update as needed—all in one place.
A comprehensive Generative AI Policy generally includes:
Can employees use free versions of AI tools at work?
Only if authorised in the policy. Many employers require opt-outs from training data collection, which is typically only available in enterprise or paid versions.
Can I use AI for personal projects if I’m using a work device?
Typically no. Most AI policies restrict usage to work-related tasks only, even on company devices.
What if an employee enters confidential data into an AI tool?
This could violate data protection laws and the policy itself. It may lead to disciplinary action and pose legal and reputational risks.
Can AI content be used without fact-checking?
No. AI-generated content can be inaccurate or biased. Policies require employees to carefully review and verify all outputs before use.
Is AI usage monitored?
Yes, organisations may monitor prompts and outputs to prevent misuse, protect data, and ensure compliance with internal policies.
Without a formal policy, employers may face:
A written policy helps prevent these problems before they arise.
The purpose of this policy is to ensure AI is used in a way that maximises benefits and minimises risk. This policy does not form part of any contract of employment and may be amended at any time.
Who this Policy Applies To
This policy applies to all employees, officers, consultants, contractors, volunteers, interns, casual workers, and agency workers (“workforce”).
Responsibility for the Policy
The [specify] Team is responsible for overseeing this policy. Questions should be directed to them.
Scope
This policy applies to any use of generative AI for business purposes, regardless of device, location, or time of day.
Authorised AI Applications
Current authorised tools include: […], […] and […]. Employees must opt out of data sharing where applicable. Additional tools require prior approval.
Guidelines for Use
When using authorised AI, you must:
Monitoring
We may monitor AI use—including prompts and outputs—to ensure compliance, prevent misuse, and protect intellectual property.
Breach of Policy
Breaches may result in disciplinary action, including dismissal. Misuse must be reported, and all users must cooperate with any investigation.
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Bind is the easiest way to quickly and accurately create up-to-date contracts and policies from start to finish. You can draft and customise your Generative Artificial Intelligence in the Workplace Policy through Bind and manage it securely in one place.