And if the EU AI Act inspector shows up, that's a problem. I built a practical template so you can fix that today — not in six months.
What's inside
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The EU AI Act enforcement begins August 2026. GDPR exposure from unmanaged AI use is already active. Most companies have employees using ChatGPT, Copilot, or Claude daily — with zero governance in place.
You're liable for how AI is used in your company. This gives you documented evidence of governance — before you need it.
Stop writing this from scratch. This is your starting framework — customize the legal references to your jurisdiction and you're done.
Your supplier data, spend figures, and negotiation notes go through AI tools every day. This policy defines exactly what's allowed — and what isn't.
Employee assessments, recruitment data, sensitive HR records. The template includes specific rules for high-risk use cases that touch personal data.
One of the most practical parts of the template. Before entering any data into an AI tool, employees check this table. No ambiguity.
| Example data | Category | Rule |
|---|---|---|
| Public market info, competitor news | 🟢 Green | Use in any tool, no restrictions |
| Supplier names & contacts, internal emails | 🟡 Yellow | OK in Copilot (M365 tenant). Anonymise in public chatbots. |
| Employee health data, political views | 🔴 Red | Prohibited in any AI tool. Full stop. |
| Unpublished financial forecasts, M&A data | 🔴 Red | Prohibited without exception. Trade secret + insider risk. |
| Contracts with pricing & personal data | 🔴 Red | Prohibited in public chatbots. Copilot only for internal review. |
This is a preview. The full template contains 15+ data categories with detailed conditions for each approved tool.
David Račak — Regional Indirect Procurement Manager, 8+ years EMEA experience, Lean Six Sigma Green Belt. I built this template because I couldn't find one that was practical, legally grounded, and written for people who actually run procurement — not lawyers billing by the hour.
Your competitors are figuring out AI governance right now. This gets you there in one afternoon.
Need help implementing it? Book a 20-min call.