Published October 27, 2026 · Sandbox Technologies, Inc.

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AI Policies and Employee Guidance

Make the policy reflect your decisions

An AI policy should describe how your company intends to use AI. A generic template cannot decide which information may be shared, what an employee can authorize, or which results require review. Those decisions belong to management and should reflect the work, the information involved, and the obligations that apply to it.

Begin with approved tools and uses. Explain which accounts staff should use, what information may be entered, which activities are prohibited, and how to request an exception. Identify who approves access and who removes it when responsibilities change.

Set meaningful review requirements

Require review of meaning and consequences as well as grammar. AI can add a commitment, omit a condition, invent a fact, or turn a neutral acknowledgment into an unsupported admission. The person checking the result needs access to the source and enough knowledge to recognize a change that matters.

Specify when staff may use an approved result and when a manager or specialist must review it. Communications, calculations, changes to business records, and actions affecting customers may need different levels of oversight. A request to draft a message should not by itself authorize sending it.

Support the policy in daily work

Give employees approved tools, examples relevant to their roles, and a straightforward way to report an error or unintended disclosure. Technical controls should support the written rules through appropriate access, restrictions on unmanaged alternatives, and records of significant actions.

Review the policy and controls together when tools, information flows, or business uses change. Existing privacy, contractual, and industry obligations still apply. Confirm the provider arrangements and processing involved before approving sensitive work. The companion human-review guide provides concrete examples for staff training. Depending on the business and information involved, relevant requirements may include PCI DSS for payment-card information, California privacy requirements under CCPA as amended by CPRA, HIPAA, and financial-services safeguards. Tax preparation firms are among the financial institutions covered by the FTC Safeguards Rule, which calls for a written information security program. These are examples, not a list that applies to every business. Outside processing is not universally prohibited; assess the actual use, provider arrangements, contractual terms, and controls against the obligations that apply.

We’re here to help and have structured services to address each of these areas individually or as part of a coordinated plan. To discuss what deserves attention first, contact your Sandbox Technologies Account Manager or Consulting CIO.

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Related topic: AI Policies

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