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The Assurance Desk

Can staff use your AI policy?

Work through one real task, find the answers and agree what happens next.

Use this to review one work task with the people who own your policy. It is a discussion aid, not permission to use a tool or proof of legal compliance. Keep completed copies within your organisation.

Updated 19 October 2026. Version 1.0.

Contents
  1. How to use it
  2. The questions
  3. Record the decision

How to use it

  1. Choose a task your team wants to do with AI. Describe the task without pasting confidential or personal information into this worksheet.
  2. Ask a colleague to find each answer in your current policy. Record the rule and a working link or named contact. Keep unanswered questions visible.
  3. Ask the right owner to confirm the decision and limits. Set a review date. If anything important is unresolved, record what must happen before the task starts.

The questions

Which tool and account may I use?

Name the tool, account type and allowed use. Record where staff check the current list.

What information may I put into it?

Write what is allowed and what must stay out. Use categories, not real personal data.

What must I check before using its answer?

Name the person who checks it and the checks they must make before use or sharing.

When must I tell someone I used AI?

Record when disclosure is needed, who must be told and how to tell them.

Who can approve a new tool or use?

Name the person or team and how to ask. Check whether a changed task needs fresh approval.

Where do I report a mistake or concern?

Record a contact or reporting route staff can open. Ask what to do if that route is unavailable.

Where can I get training or help?

Record a practical resource or named team. Check that your colleague can reach it.

What may AI do on my behalf?

List any access or actions allowed, the limits and what needs a person to approve it.

Fictional example: drafting a customer email

Task: draft a reply using public product information. Open question: who checks promises made in the draft? Next step: ask the policy owner to name a reviewer before using the output. This is an exercise, not a finding about an employer.

Record the decision

Record the decision: proceed within stated limits, seek approval, or do not proceed. Name the decision owner, open actions and review date.

Where the questions came from

The questions come from The Assurance Desk's review of public workplace AI policies, read on 19 October 2026. Read the study for definitions, evidence and limits. The worksheet and example are editorial tools.

Read the workplace AI policy study

This is an independent editorial guide, not legal advice.