1 Purpose
2 Approved tools
3 What you can put into AI tools
You're encouraged to use our approved AI tools for everyday work that doesn't involve anyone's private information, for example:
- Drafting, rewriting and proofreading general text, emails and marketing.
- Summarising or reworking notes that contain no personal or confidential details.
- Brainstorming, planning and answering general questions.
- Working with information that is already public, or templates and examples.
De-identify first. If a task involves a real person or account, remove the identifying details before you paste — swap names and identifiers for placeholders like "Customer A" or "Unit 1". Do this yourself; don't paste the sensitive version in just to have AI strip it out.
4 What you must never put into AI tools
Never type, paste or upload any of the following into an AI tool — and remember that screenshots and attachments count too (a pasted invoice image still contains the data):
5 Always check the output
AI can sound confident and still be wrong — it can invent facts, figures and quotes. Treat everything it produces as a first draft, never the final word. A person must read and check anything before it's sent to a customer, published, or relied on for a decision. You are responsible for what goes out under our name.
6 Keep it secure
- Use our approved business accounts for work — not your personal AI logins.
- Where the tool allows it, turn off "use my data for training" and chat history.
- Protect your accounts with a strong, unique password and turn on multi-factor authentication (MFA).
- Never share logins. Each person uses their own account.