Setting the Rules for AI, Governance Made Simple

TL;DR

Before using AI in your business, decide the rules. Who can use it, what data can be shared, and what’s off-limits. A simple policy keeps your business safe, your people confident, and your reputation intact.
Bonus: Add an AI Statement to your website so customers know exactly how you use AI, and how you protect their data.

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Let’s Be Honest

“Governance and policy” sounds about as thrilling as watching your printer restart. But when it comes to AI, it’s the backbone of responsible use. Without it, you risk privacy issues, misinformation, or tools gone rogue.

Good AI governance doesn’t slow you down, it builds confidence, both inside and outside your business.

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Step 1: Start with Common Sense Rules

Forget the 40-page legal manual. Start small and clear.
Create a one-page list that answers:

• What AI tools are approved?
• What data is off-limits?
• Who checks the output before it’s shared?
• When do we need permission?

If everyone in your team can read and understand it, you’re already doing better than most.

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Step 2: Appoint an “AI Gatekeeper”

Appoint someone to keep an eye on how AI is used across the business. This person isn’t there to say “no” they’re there to say “let’s do this safely.”

Their job is to:

• Approve new AI tools
• Ensure data is used responsibly
• Stay aware of new AI laws and risks

Choose someone practical, curious, and comfortable talking to both techies and non-techies.

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Step 3: Protect Your Data

AI tools are powerful, but some collect and store what you feed them. That means you need to be careful with sensitive data.
Avoid uploading anything personal, financial, or confidential unless you know exactly how it’s handled.

If you wouldn’t share it publicly, don’t share it with an AI tool without checking the fine print first.

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Step 4: Stay Legal and Ethical

New AI laws are arriving faster than your email spam. Stay compliant, but also ethical.
Ask yourself:

• Is our AI fair and unbiased?
• Do we tell customers how we’re using AI?
• Would we feel proud to explain our approach in a client meeting?

If your answer is “yes,” you’re in a good place.

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Step 5: Add an AI Statement to Your Website

Transparency builds trust. Having a clear AI Statement on your website helps clients understand:

• How you use AI in your business
• What data (if any) is processed using AI tools
• Your approach to privacy, ethics, and security

Example AI Statement (feel free to adapt for QGate or Edge151):

Our Approach to AI

At [Company Name], we use Artificial Intelligence (AI) to enhance our services and improve efficiency, not to replace human expertise.

AI may assist with tasks such as summarising information, analysing patterns, and generating insights. All AI outputs are reviewed by our team before being shared.

We do not use AI to make automated decisions about individuals, and we never sell or share client data with AI providers.

Our commitment is to use AI responsibly, transparently, and securely, always with the goal of helping our clients work smarter, not just faster.

Recommended Website Placement:

• Footer link titled “Our AI Policy” or “How We Use AI”
• Include a short version on your Privacy Policy page
• Add a small reassurance line on contact forms:
  “Your data is never shared with AI systems without your consent.”

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Step 6: Review and Refresh Regularly

AI policies and statements should be living documents. Review them every six months — especially when new tools, laws, or risks appear.

Think of it as updating your insurance policy for the digital world.

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Key Takeaway

Good AI governance is like good plumbing, invisible when it works, messy when it doesn’t.
With a simple policy, a clear website statement, and a bit of common sense, you’ll build trust with your customers and confidence in your team.

Download our AI governance Starter kit to get you going

Set the rules now, so AI becomes your ally, not your headline.

FAQs