Why Every Organisation Should Have an AI Policy
Artificial Intelligence (AI) is transforming the way we live and work — and whether we realise it or not, it’s already embedded in most organisations. From simple productivity tools and chatbots, to advanced data analysis and automation, AI is influencing business operations at every level.
Yet, many organisations still tell us, “We don’t use AI.”
The reality? You almost certainly do — you just might not know it.
The hidden AI already in your business
Even if your business hasn’t formally implemented AI, it’s likely that many of your employees are using it. Tools like ChatGPT, Copilot, Microsoft 365’s built-in AI features, and even Google AI are now mainstream. They’re used to draft reports, analyse data, generate marketing content, summarise documents, and much more.
Without an AI policy in place, this kind of unsanctioned use can expose your organisation to a range of risks — from data breaches and copyright issues to inaccuracies and ethical concerns.
The risks of ignoring AI
Ignoring AI doesn’t make it go away — it just means your organisation isn’t managing it.
Without clear guidance and governance:
Employees may inadvertently share sensitive data with AI tools.
You could face compliance issues or breaches of confidentiality.
Inconsistent use of AI could lead to errors, misinformation, or reputational harm.
You may miss out on opportunities to streamline processes and improve efficiency.
In short, failing to manage AI properly can leave your organisation both vulnerable and behind the curve.
So, what can you do about it?
As a minimum, we recommend all organisations have an AI Policy.
An effective AI policy should cover:
Approved tools and technologies employees can use.
Guidelines for data security and confidentiality.
Ethical principles around bias, fairness, and transparency.
Accountability and oversight for AI-driven decisions.
Training and awareness so staff understand what’s acceptable.
Creating a policy like this doesn’t have to be complex — but it does need to be deliberate, consistent, and aligned with your organisation’s existing management systems. We can help with this; just reach out for advice.
ISO 42001: The standard for Responsible AI Management
You don’t need to implement (or certify to) ISO 42001 to put a policy in place, but if you’re using AI regularly, it’s something to consider. It provides a framework for managing artificial intelligence responsibly. Much like ISO 9001 for quality or ISO 27001 for information security, ISO 42001 sets out requirements for an AI Management System (AIMS) — helping organisations use AI safely, ethically, and effectively.
Key Benefits of ISO 42001:
Governance and accountability: Establish clear responsibilities for how AI is used, managed, and monitored.
Risk management: Identify and control potential risks around bias, data privacy, transparency, and reliability.
Trust and credibility: Demonstrate to customers, regulators, and stakeholders that your organisation takes AI governance seriously.
Innovation with confidence: Encourage AI use across the business while maintaining control, compliance, and ethical oversight.
Adopting ISO 42001 not only reduces risk but also positions your organisation as forward-thinking and trustworthy — essential qualities in an era where AI ethics and transparency are under increasing scrutiny.
Embracing AI responsibly
AI isn’t something to fear — but it does require structure and oversight. By introducing an AI policy and aligning it with ISO 42001, your organisation can embrace the benefits of artificial intelligence while minimising the risks.
We help organisations put the right policies, systems, and ISO frameworks in place to stay compliant, safe, and ahead of the game. Get in touch to discuss how we can help >