Nearly 1 in 3 UK employees are using generative AI tools at work – often without telling their boss. Think ChatGPT drafting documents, responding to customer emails, supporting with code, or even analysing sensitive data – all under the radar. Usually with good intentions, but with potentially serious consequences.

If your answer to “Do you know how your team are using AI?” is “Not really” – you’re not alone.

But here’s the thing: it’s not about banning AI. It’s about using it responsibly - and that starts with a clear, practical policy.

The risks of going policy-free

Most people aren’t trying to cause harm – they’re just trying to get the job done faster. But without some guardrails, even small missteps can create big problems.

Here’s what’s at stake:

Confidentiality breaches
Team members may paste client data, internal docs, or personal info into public tools – unaware it could be stored, reused, or accessed by third parties.

IP ownership
Who actually owns content created with AI? Without clear rules, it’s murky at best – especially if you’re generating content, code, or designs.

Compliance gaps
You could easily fall foul of GDPR, sector-specific regulations, or your own client contracts - without even knowing it.

Inconsistent messaging and quality
If people are using AI to write emails, proposals or reports, are they saying the right things in the right tone? And how would you know?

It’s not about saying “No” to AI

You don’t need to overcomplicate it. You just need something that works for your business and your people.

A good AI policy should:

Set the boundaries
Be clear about what tools can (and can’t) be used – and for what types of tasks.

Protect your data
Include dos and don’ts for handling confidential, personal, or proprietary information.

Be practical, not punitive
Assume people are already using AI. Then guide them to do it safely, smartly, and in line with your values.

Support innovation
If someone’s found a faster or smarter way to work using AI – you want to know about it and build on it, not shut it down.

It’s a cultural shift

Rolling out an AI policy isn’t about control. It’s about clarity.

It shows your team you’re thinking ahead, not cracking down. It creates space for experimentation, transparency, and upskilling – all essential for staying competitive. And it keeps your business protected while others are still scrambling to catch up.