A written AI policy
protects the business before anything goes wrong.
Stop guessing what your staff are feeding into AI tools and get a plain language policy that protects your business.
Your team is already using ChatGPT and other AI tools to speed up their work. Nobody asked your permission, and nobody has told them where the line is. They are pasting client data, financial figures, and draft proposals into free tools without knowing who owns that data or where it ends up.
You get a clear, practical policy document written for humans, not lawyers. It sets simple rules your team will actually follow, telling them which tools are safe, what data never leaves your network, and how to use AI without putting your reputation on the line.
In South Africa, the Protection of Personal Information Act means leaking client data to a third party AI tool carries real financial and legal penalties. A one page policy stops the guesswork before SARS, your clients, or your insurers start asking hard questions.
The businesses that address this now are building an advantage competitors will spend years trying to close.
Staff paste confidential pricing models or client details into public AI tools, exposing proprietary business data.
Your team members guess what is allowed, leading to inconsistent security practices across different departments.
Clients and insurers ask for your AI compliance documentation, and you have nothing to show them.
How it actually works: We sit down with you, find out how your team currently uses AI, and draft a short policy that fits your actual day to day operations.
You see exactly what is happening at every stage.
Current use assessment
We assess how staff are already using AI tools in practice, formally or informally, before writing anything.
Risk identification
We identify the specific risks that matter for your business, particularly around data sensitivity.
Policy drafting
A clear, plain-language policy is drafted covering appropriate use, data boundaries, and accountability.
Review and refinement
The draft is reviewed with relevant stakeholders and refined until it is practical, not just legally cautious.
Rollout and training
The policy is rolled out with a short briefing so staff understand and follow it, not just receive it.
Annual review
We schedule a regular review of the policy, since AI tools and how your team actually uses them tend to change faster than a policy written once and filed away can keep up with.
What's technically involved
- A plain-language policy document, not a legal template nobody reads
- Clear rules on what data can and cannot be shared with AI tools
- Defined accountability for AI-assisted work
- A specific process for what happens if something goes wrong
- A short staff briefing to support genuine understanding and adoption
Where this sits in a wider AI strategy.
This focuses entirely on your staff using everyday AI tools, separate from building custom AI systems.
Common questions, honest answers
Do we need this if staff are only using AI tools informally?
Yes. Informal use without guidelines is your biggest data leak risk right now.
Will this stop staff from using AI tools altogether?
No. The goal is safe productivity, not a blanket ban that forces your team to use tools in secret.
How long is a typical policy document?
Usually two to three pages. It is written to be read, understood, and followed, not filed away.
Does this cover specific tools like ChatGPT by name?
Yes. It names the tools your team uses and covers general rules for any new tools that pop up.
How often should the policy be reviewed?
Once a year is standard, or whenever your team adopts a major new software tool.
AI Policy Development works best alongside a strong technical foundation: Technology Partner, Custom Software.
Let's find out where this fits in your business.
A short conversation is usually enough to tell whether there is a real opportunity here.