Policy
Writing an AI use policy that protects data
A short, clear rule on what may be entered into AI tools closes the most common leak route. IBM's research found that many organisations still have no AI governance policy.
Last reviewed against legislation.gov.uk, National Cyber Security Centre and OWASP GenAI Security Project. Sources
The gap
Few have a policy
In IBM's 2025 study, 63% of the 600 organisations surveyed had no AI governance policies to manage AI or prevent shadow AI [5]. Samsung's reaction to its own case was a company-wide restriction, and it said it was working on safer ways to use the tools [8]. A policy sits between those two positions: it lets people keep using useful tools while setting limits on the data that goes into them. It also gives you something to point to when a mistake happens, and a record that staff were told what was expected.
What to include
Six parts
Scope
Which tools it covers, including browser extensions and AI features inside other software.
Data classes
What must never be entered: personal data, credentials, source code, unreleased financial information and client confidential material. OWASP lists these kinds of data among what an LLM can disclose [4].
Approved tools
A named list, with what each may be used for.
Reporting
How staff report a mistake, such as pasting the wrong file. Make it easy and blame-free so it is reported.
Retention
Publish how long AI inputs and logs are kept, as OWASP advises for clear data retention and usage policies [4].
Rolling it out
In order
-
1
Draft the rule on one page. -
2
Check it with legal and data protection. -
3
Name the approved tools before you publish the rule. -
4
Brief every team with an example from your own work. -
5
Review it when a new tool or supplier feature appears.
A rule people can follow
If the policy only says no, staff will work around it. Pair every prohibition with an approved alternative.
For why this matters, read shadow AI data leaks; for suppliers, supplier questions.
Keep reading
Read next
Questions
Sourced answers on what counts as an AI data breach, the 72 hour reporting rule, shadow AI, exposed databases and what UK organisations should do.
Read the guide
What to do
Practical steps for UK organisations: find AI use, restrict data, prepare breach response and brief staff, each tied to NCSC, OWASP and UK GDPR sources.
Read the guide
Timeline
The public AI data exposures and the UK guidance that followed, in date order and sourced, from the March 2023 ChatGPT bug to the 2025 IBM research.
Read the guideHow CyPro can help
Need a hand working through this?
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