The AI Policy establishes a comprehensive framework for the responsible, ethical, and secure use of Artificial Intelligence within the workplace. It provides clear guidance on the governance, approval, and monitoring of AI technologies while ensuring compliance with applicable legislation, including data protection and privacy requirements. The policy outlines acceptable AI use, security and confidentiality standards, risk classification, human oversight requirements, approval processes, incident reporting, and employee training to help organisations leverage AI safely while protecting business information, employees, customers, and organisational reputation.

What's Included

1. Introduction

• Purpose and objectives of the AI Policy
• Benefits and risks associated with AI technologies
• Commitment to ethical and responsible AI use

2. Scope

• Individuals covered by the policy
• AI systems, devices, and activities governed by the policy

3. Definitions

• Artificial Intelligence (AI)
• Generative AI
• Automated Decision-Making (ADM)
• Human-in-the-Loop (HITL)
• AI Systems and Models
• Training Data
• Inference
• Risk-Based AI Classification
• High-Risk AI
• AI Impact Assessment (AIIA)
• Autonomous AI
• Data Privacy
• Personal Information
• Confidential Information
• Proprietary Information

4. Legal and Regulatory Compliance

• Applicable South African legislation
• International AI standards and frameworks
• Intellectual property and confidentiality obligations

5. Governance & Responsibilities

• AI governance structure
• Responsibilities of management
• Employee obligations
• Oversight and accountability

6. Acceptable Use of AI Tools

• Approved AI tools
• Permitted and prohibited uses
• Manager responsibilities
• AI approval revocation

7. AI Security Practices

• Secure use of AI platforms
• Access control requirements
• Cybersecurity measures
• Protection of confidential information

8. Data Privacy and Prohibited Information

• Sensitive information restrictions
• Data handling requirements
• AI data protection checklist
• Authorisation requirements

9. Ensuring Employee Safety

• High-risk AI controls
• Human oversight requirements
• Safety and compliance measures

10. Communication & Approval Process

• AI approval requirements
• AI usage requests
• Communication obligations
• Documentation and approval records
• Human oversight procedures

11. AI Risk Classification & Impact Assessments

• Low-risk AI
• Moderate-risk AI
• High-risk AI
• Prohibited AI
• AI Impact Assessment requirements

12. Staff Training & Awareness

• Employee AI education
• Privacy and ethics training
• Awareness initiatives

13. Incident & Near-Miss Reporting

• AI incident reporting
• Near-miss reporting procedures
• Escalation and response requirements

14. Monitoring & Review

• Policy review process
• Continuous improvement
• Governance updates

15. Policy Enforcement

• Compliance expectations
• Disciplinary measures
• Enforcement procedures