Why every business needs an AI Policy; Now, not later!
Gekko Team
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AI is already embedded in the workplace. Employees are using tools like Copilot, ChatGPT, and meeting assistants to summarise conversations, generate content, and automate tasks, often without formal approval. This isn’t a future challenge. It’s already happening, and without structure, it introduces risk to your business. In this blog, we will highlight AI Policy and documentation to govern the use of IT within the business, to ensure you protect and keep your data secure.
The problem: Uncontrolled AI use
Most organisations don’t have a visibility problem; they have a governance gap. Employees are:
- Uploading company data into AI tools without understanding the wider AI data security risks
- Using unapproved SaaS platforms
- Relying on AI-generated outputs without validation
Without guidance, productivity gains can quickly become security, compliance, and reputational issues.
What businesses should have in place
AI governance isn’t a single document, it’s a framework. You should consider putting this in place.
AI Usage Policy
Defines approved tools, acceptable use, and human oversight.
Data Handling & Classification (Updated for AI)
Covers what data can/can’t be used in AI, including sensitive information.
Security & Access Controls
Strong managed IT security controls help ensure AI tools align with identity management, access governance, and organisational security standards.
Acceptable Use Policy Updates
Sets expectations for responsible and ethical AI usage.
AI Risk Assessment Process
Evaluates new tools before adoption (security, compliance, legal).
Transparency Guidelines
Defines when AI use should be disclosed internally and externally.
Training & Awareness
Ensures employees understand both the value and the risks.
AI Policy Readiness Checklist
Use this as a quick benchmark:
- We have a documented AI usage policy in place
- We have defined approved and prohibited AI tools
- Our data classification policy includes AI usage rules
- Employees know what data must never be entered into AI tools
- AI tools are covered by security controls (MFA, access policies, app governance)
- We have a process to review and approve new AI tools
- Our acceptable use policy includes AI
- We provide training on safe and responsible AI usage
- We have guidance on validating AI-generated outputs
- We define when AI usage must be disclosed (clients/internal)
- We are actively monitoring or managing shadow AI / unsanctioned tools
Final Thought
As businesses continue adopting AI tools, organisations need clear governance frameworks to ensure they are adopting AI safely without introducing operational or security risks. The question isn’t whether employees are using AI. It’s whether your business has defined the rules. Because if you don’t, your employees already have.
Next Step
Gekko has produced a set of templates for you to use within your business, that can be rebranded. These templates will assist you in publishing branded docs that can be shared with your team, to ensure best practice when it comes to using AI.