A practical employee AI policy your team can understand and follow.
Employees are already experimenting with AI. A company policy should make productive use easier while drawing clear lines around confidential information, professional decisions, external communications, and autonomous actions.
This page is a general operational template, not legal advice. Every organization should adapt it to its contracts, industry, privacy obligations, employment rules, security requirements, and qualified counsel's advice.
Approved tools only
Employees may use AI for company work only through approved services. Personal accounts and unapproved browser extensions should not receive company information.
Protect confidential information
Unless authorized, employees should not enter customer records, credentials, health information, financial account data, private employee information, proprietary code, or confidential documents.
Human review remains required
Employees are responsible for checking accuracy, bias, tone, citations, calculations, and suitability before using or sharing AI-generated work.
AI may assist, not silently decide
AI should not make final employment, legal, financial, medical, eligibility, disciplinary, or other consequential decisions about people.
Capability needs boundaries, permissions, and accountability.
Parnassah.ai is designed to place a controlled workspace between users and powerful AI models. Controls vary by account and configuration; no safeguard eliminates every risk, and important outputs still require human review.
- Name approved AI services and account types.
- Define prohibited and conditionally permitted information.
- Require review for important external content.
- Prohibit bypassing safeguards or unauthorized tools.
- Require approval for agent actions affecting outside parties or records.
- Provide simple incident reporting.
How to put this into practice
Technology works best when its capabilities, policies, and human responsibilities are defined together.
- 1
Assign an accountable owner
Name the person responsible for approving tools, answering questions, reviewing incidents, and updating the policy.
- 2
Customize data categories
Replace generic terms with company examples: customer intake, payroll, claims, source code, contracts, health data, or financial records.
- 3
Train with realistic examples
Show a permitted prompt, a prohibited upload, a draft requiring review, and an incident that must be reported.
- 4
Review regularly
Update the policy as providers, product features, integrations, company workflows, and legal obligations change.
Common questions
Can we copy this policy directly?
Use it as a starting framework, but have qualified legal, privacy, HR, and security advisers adapt it to your organization.
Should we ban all employee AI use?
A complete ban may drive use underground. Many organizations benefit from approved tools, clear data boundaries, training, and oversight.
Who owns AI-generated work?
Ownership and usage rights depend on contracts, provider terms, applicable law, and source material. Obtain legal advice.
Must employees disclose AI use?
The company should define when disclosure is required, especially for published, professional, regulated, or consequential work.
How should incidents be reported?
Provide a named contact and require prompt reporting of possible exposure, harmful output, unauthorized action, or material inaccuracy.
Powerful AI should come with meaningful control.
Start with everyday work, then add the controls, tools, and workflows your use case requires.
Start free