{"id":19229,"date":"2025-07-18T06:49:32","date_gmt":"2025-07-18T05:49:32","guid":{"rendered":"https:\/\/www.rosello-mallol.com\/?p=19229"},"modified":"2025-07-18T06:49:36","modified_gmt":"2025-07-18T05:49:36","slug":"ai-usage-policy","status":"publish","type":"post","link":"https:\/\/www.rosello-mallol.com\/en\/ai-usage-policy\/","title":{"rendered":"Why Your Company Needs an AI Usage Policy and How to Create It"},"content":{"rendered":"\n

The adoption of Artificial Intelligence<\/strong> (AI) is transforming the business fabric at high speed and an AI Use Policy is becoming a must. Automation, efficiency, personalization, predictive analytics\u2026 it all sounds good. But with this revolution comes a new responsibility: defining how to use AI within your company. Having an AI Use Policy is no longer an option for organizations, although it is still not a legal requirement in most countries. It is a key step in protecting the company’s assets, ensuring regulatory compliance and strengthening internal and external trust.<\/p>\n\n\n\n

Having an AI Use Policy is aligned with the EU AI Act<\/a><\/strong> which sets deadlines for implementing the main measures:<\/p>\n\n\n\n

Date<\/strong><\/th>Milestone<\/strong><\/th><\/tr><\/thead>
21 April 2021<\/strong><\/td>European Commission presents the first proposal for the AI Act.<\/td><\/tr>
6 December 2022<\/strong><\/td>EU Council adopts its general approach to the proposed regulation.<\/td><\/tr>
9 December 2023<\/strong><\/td>Provisional political agreement reached between the European Parliament and the Council.<\/td><\/tr>
13 March 2024<\/strong><\/td>European Parliament formally adopts the AI Act.<\/td><\/tr>
21 May 2024<\/strong><\/td>Council of the EU gives final approval.<\/td><\/tr>
12 July 2024<\/strong><\/td>AI Act is published in the Official Journal of the European Union.<\/td><\/tr>
1 August 2024<\/strong><\/td>AI Act enters into force (20 days after publication).<\/td><\/tr>
2 February 2025<\/strong><\/td>Provisions on prohibited AI practices and AI literacy obligations take effect.<\/td><\/tr>
2 May 2025<\/strong><\/td>Codes of practice for general-purpose AI (GPAI) systems must be ready.<\/td><\/tr>
2 August 2025<\/strong><\/td>Provisions on governance, notified bodies, GPAI rules, penalties, etc., start to apply.<\/td><\/tr>
2 August 2026<\/strong><\/td>Rules for high-risk AI systems become fully applicable.<\/td><\/tr>
2 August 2027<\/strong><\/td>Final provisions (e.g. Article 6(1) obligations for pre-existing high-risk systems) come into effect.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

What Risks Does an AI Usage Policy Help Minimize?<\/h2>\n\n\n\n

Implementing an AI Usage Policy helps reduce key risks across multiple areas:<\/p>\n\n\n\n

\u25cf Legal and regulatory<\/strong>: It ensures compliance with data protection laws (like GDPR), intellectual property, and industry-specific regulations. It defines what data can be used, in which contexts, and with what oversight.<\/p>\n\n\n\n

\u25cf Reputational<\/strong>: It protects against errors, offensive content, or uncontrolled AI-generated outputs. A clear policy strengthens internal and external trust through responsible and transparent practices.<\/p>\n\n\n\n

\u25cf Security<\/strong>: It prevents data leaks or the use of unauthorized tools that could compromise internal systems. Classifying data and controlling tool integrations are essential safeguards.<\/p>\n\n\n\n

\u25cf Operational<\/strong>: It avoids inconsistent use of AI between teams, over-reliance on automation, and the loss of audit trails. A good policy promotes human oversight and conscious use.<\/p>\n\n\n\n

\u25cf Ethical<\/strong>: It reduces the risk of bias in automated decisions (e.g., hiring, customer service) and ensures corporate values are preserved in all AI interactions.<\/p>\n\n\n\n

A Practical Roadmap for AI Usage Policy<\/h2>\n\n\n\n

As with the implementation of any new technology, introducing artificial intelligence (AI) into an organization requires a prior risk analysis to identify and assess the potential impact of its misuse. This process is essential for detecting vulnerabilities, preventing unintended consequences, and ensuring that AI is integrated in a safe, ethical, and goal-aligned manner. Moreover, it is crucial for complying with current regulatory frameworks, such as the European Union’s AI Act, which sets specific obligations for high-risk systems and promotes the responsible management of AI technologies.<\/p>\n\n\n\n

If you\u2019re a CEO, Head of IT or Quality, here\u2019s how to get started:<\/p>\n\n\n\n

Understand current usage<\/strong>
Create a short internal survey. Ask employees: What AI tools are you using? For what tasks? What kind of data are you feeding into them? The answers will give you a realistic picture of the current state of AI use in your organization.<\/p>\n\n\n\n

Draft a tailored AI Usage Policy<\/strong><\/p>\n\n\n\n

There\u2019s no one-size-fits-all. Your company\u2019s industry, whether B2B or B2C, your risk profile
and market regulations all matter. Classifying AI practices helps clarify expectations:<\/p>\n\n\n\n

\u25cf Prohibited<\/strong> ⛔: e.g., inputting sensitive data into public AI platforms.
\u25cf High-risk<\/strong> ⚠️: such as client-facing content generated by AI without human review.
\u25cf Allowed <\/strong>✅: internal automation, data analysis with approved tools, assisted writing.<\/p>\n\n\n\n

Involve your internal experts<\/strong>
Before finalizing, review the policy with your IT, Compliance, and Quality leaders. If you have a DPO (Data Protection Officer), bring them in. Their input will prevent blind spots and ensure regulatory alignment.<\/p>\n\n\n\n

Communicate and educate<\/strong>
Once the policy is ready, make sure people understand it<\/a>. Share it across the company, hold
a briefing session, and offer a space (Slack, Teams, etc.) where staff can ask questions or raise concerns.<\/p>\n\n\n\n

Review and update regularly<\/strong> your<\/strong> AI Usage Policy<\/strong>
AI evolves constantly. What\u2019s acceptable today may be risky tomorrow. Build a quarterly or
biannual review process to keep the policy aligned with reality.<\/p>\n\n\n\n

Monitor tool usage<\/strong>
Track which AI tools are being used across the company and for what purposes. Implement
an approval system for any new tools employees wish to adopt.<\/p>\n\n\n\n

Classify your data<\/strong>
Classify business data into categories such as general, confidential, and restricted. This data
sensitivity map will guide what can (and cannot) be processed through AI tools.<\/p>\n\n\n\n

Author: Victor Rosell\u00f3<\/strong>, Lawyer.<\/p>\n\n\n\n

If you need help writing the AI \u200b\u200bUse Policy in your company, contact us!<\/p>\n\n\n\n

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