Appendix 26 - AI Usage Policy
Using AI tools can genuinely help with many tasks. To protect our customers, colleagues, and business, it's important we use them responsibly.
The rules
Do not enter company, customer, or personnel data into any AI tool that isn't company-approved
Only use Microsoft Copilot, accessed via your work account
Always check AI-generated content before using it
If unsure, ask
Data that must not be entered into unapproved AI tools includes: customer details, financial information, internal documents, pricing, contracts, and business plans. This list isn't exhaustive - if in doubt, don't enter it.
Using Copilot
Access Copilot here while logged into your work account (if you use Microsoft Edge, you should be signed in automatically): https://m365.cloud.microsoft/chat
Do not use ChatGPT or any other AI tool not listed above for work purposes. Information entered into public AI tools may be stored or used outside our control.
This policy applies to all staff. If you're unsure about anything, just ask
Just to make you aware, misusing AI could cause serious issues to the company. It’s a useful tool but it needs to be used responsibly.
A breach of this AI Policy may result in disciplinary action under the company’s Disciplinary Policy, up to and including termination of employment.
Examples of misconduct include but aren’t limited to:
Using unauthorised AI tools.
Uploading confidential, client, company or personnel data to public AI systems.
Using unauthorised laptops or personal mobile devices, for work purposes.