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It defines who the policy applies to across employees and authorized agents, establishes guiding principles for fair, transparent and accountable AI use, and sets practical staff and management guidelines to promote a positive AI culture. The template also covers additional guidelines, policy governance, and an appendix for acronyms and definitions, supporting privacy, security, risk mitigation, and values-aligned innovation.","Artificial Intelligence (AI) Policy Template\nNote: Delete this and the next page once you complete the template.\nWho should use this template?\nAny organisation that uses AI in their business. For example, using AI for tasks such as streamlining admin processes, personalising market campaigns, improving fundraising efforts or enhancing data management.\nIf you are utilising AI in a more complex manner, consider utilising the clauses within ‘6. Additional Guidelines’ to further protect and guide your staff in the ethical use of AI.\nWhy have an Artificial Intelligence (AI) Policy?\nHaving an Artificial Intelligence (AI) Policy in place provides the following benefits:\nBuilds staff awareness of their obligations in relation to selection, use and safety when utilising AI within the business.\nHelps give each employee a clear understanding as to what your organisation expects and will allow.\nIt takes a little effort to complete, but brings long-term benefits, reduces risk, and clearly articulates staff responsibilities in keeping organisational information safe.\nHow to complete this template\nThis Artificial Intelligence (AI) Policy template is made up of example topics. You can customise these if you wish by adding or removing topics.\nTo complete the template:\nGuidance text appears throughout the document, marked by the word Guidance. Where you see a guidance note, read and then delete it. Guidance has been added to help you complete the template and should not appear in your final version.\nUsing MS Word's Replace function, search for [Organisation] and replace with your company name.\nIn Word's Home ribbon, open the Find and Replace tool, choose Replace. The Find and Replace dialog opens with the Replace tab selected.\nEnter [Organisation] in the Find what field.\nEnter your company name in the Replace with field.\nClick Replace All\nReplace [items in square brackets] with your own wording.\nWhere you see a reference to other policies, insert a link to another example policy that applies in your business\nOnce you have finished work on the template, delete the first three pages of this document.\nLastly refresh the page numbers in the table of contents.\nRight mouse click on the table of contents\nIn the small menu that appears, choose ‘Update Field’ and then ‘Update page numbers only’.\nOther tips\nTo stop this policy manual sitting on a desk collecting dust, make it a living document. How? Consider asking or planning for your staff to review it annually as part of their compliance activities and encouraging managers to include this in meetings and discussions\nThe writing style doesn’t need to be formal or long winded to be effective. Use simple sentences and plain English to reduce the chance an IT user or manager will be confused about the intent of your policy or the way to carry out a procedure.\nNote: Delete this and the previous page once you complete the template.\nDisclaimer\nThe information in this template is for general guidance only. The Digital Transformation Hub does not make any representations or warranties (expressed or implied) as to the accuracy, currency or authenticity of the information. The Digital Transformation Hub, its end users and agents do not accept any liability to any person for the information or advice given in this document.\n[Insert Company Logo Here]\nEthical Artificial Intelligence (AI) Policy\nVersion - 0.1\nEffective Date: \u003C\u003C Date Month Year\n\u0003Contents\n\u0013 TOC \\o \"1-1\" \\h \\z \\u \u0014\u0013 HYPERLINK \\l \"_Toc177649266\" \u00141 Introduction\t\u0013 PAGEREF _Toc177649266 \\h \u00141\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc177649267\" \u00142 Who this Policy applies to\t\u0013 PAGEREF _Toc177649267 \\h \u00141\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc177649268\" \u00143 Guiding Principles\t\u0013 PAGEREF _Toc177649268 \\h \u00142\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc177649269\" \u00144 Staff Guidelines for Responsible AI Use\t\u0013 PAGEREF _Toc177649269 \\h \u00143\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc177649270\" \u00145 Management Guidelines for Building a Positive AI Culture\t\u0013 PAGEREF _Toc177649270 \\h \u00143\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc177649271\" \u00146 Additional Guidelines\t\u0013 PAG","cbCainJ0kfo99nKD","https://ap.wps.com/l/cbCainJ0kfo99nKD","docx",112116,12,"English","en",105,"# Introduction\n# Who this Policy applies to\n# Guiding Principles\n# Staff Guidelines for Responsible AI Use\n# Management Guidelines for Building a Positive AI Culture\n# Additional Guidelines\n# Policy governance\n# Appendix – Acronyms / Definitions","[{\"question\":\"Who does the Ethical Artificial Intelligence (AI) Policy apply to?\",\"answer\":\"The policy applies to all employees, volunteers, board members, contractors, partners, temporary staff, consultants, and authorised agents of the organisation who use AI in day-to-day business activities, including development, deployment, management, and use.\"},{\"question\":\"What are the main goals of having an AI policy in the organisation?\",\"answer\":\"The template emphasizes building staff awareness of selection, use and safety obligations, clarifying organisational expectations, reducing long-term risk, keeping information safe, and articulating staff responsibilities while enabling ethical benefits from AI.\"},{\"question\":\"How should staff and managers use this policy to support responsible AI use?\",\"answer\":\"Staff should follow the Staff Guidelines for Responsible AI Use, while managers should apply Management Guidelines for Building a Positive AI Culture. 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