HR AI Policy Template

HR AI POLICY TEMPLATE

Effective Date:

Purpose and Scope

This policy sets forth requirements and controls governing the procurement, development, deployment, use, monitoring, and oversight of artificial intelligence, machine learning, and automated decision systems (collectively "AI Systems") by employees, contractors, and agents. The policy applies to all business units and to all individuals who access, use, configure, train, or otherwise interact with AI Systems on behalf of the organization.

Definitions

"AI System" means any software, model, or service that performs tasks by applying algorithms, statistical models, or learned patterns to produce outputs that inform or automate decision-making. "Protected Data" means any personally identifiable information, sensitive personal data, confidential company information, or regulated data.

Permitted Use

Authorized uses of AI Systems include productivity enhancement, data analysis, automation of routine tasks, and customer service augmentation where the system has received requisite approval. All permitted uses require compliance with data protection, intellectual property, and record-keeping requirements specified in this policy.

Prohibited Use

Employees must not use AI Systems to circumvent security controls; to process Protected Data without documented legal basis and approvals; to make final employment, disciplinary, or legal determinations without human review; or to deploy systems that do not meet approved bias, explainability, and accuracy standards.

Model Selection, Approval and Risk Assessment

Prior to procurement, development, or deployment, AI Systems must undergo a formal risk assessment documenting intended purpose, data sources, identified risks (privacy, bias, safety, security), mitigation measures, and designated approvers. The assessment must be retained in the project record.

Data Handling and Privacy

AI Systems that process Protected Data require a documented legal basis and must implement technical and organizational safeguards including, where applicable, de-identification, encryption at rest and in transit, access controls, and retention limitations consistent with data retention schedules.

Transparency, Explainability and Human Oversight

Systems that affect individuals' rights or materially affect business outcomes must include documentation describing inputs, limitations, and a human oversight plan. Automated decisions that materially affect employees or customers require human review and an avenue for appeal or correction.

Security, Change Control and Vendor Management

AI Systems are subject to security testing, change control, and vendor due diligence. Third-party models and services must be assessed for data handling, model provenance, and update controls. All model changes that materially alter outputs require re-assessment and re-approval.

Monitoring, Logging and Audit

Use of AI Systems must include logging of requests, inputs, outputs, and model versions sufficient to support monitoring, audit, and incident investigation. Periodic performance checks against defined metrics (accuracy, fairness, drift) are required.

Incident Reporting and Remediation

Suspected AI incidents, including data exposure, biased outputs, or safety failures, must be reported immediately to Information Security and HR using the organization's incident reporting process. Remediation plans must prioritize cessation of harm, notification where required, root cause analysis, and corrective actions.

Disciplinary Measures and Compliance

Violations of this policy may lead to disciplinary action up to and including termination, as well as civil or criminal liability where applicable. Compliance with this policy is mandatory for all staff and contractors.

Policy Review

This policy will be reviewed periodically and updated as needed to reflect changes in technology, legal requirements, or business practices. Amendments shall be communicated to all affected employees.

Employee Acknowledgment and Personnel Information

Position Information

Employment History (Most Recent First)

Education

References

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will employment relationship. Either the employee or the organization may terminate employment at any time, with or without cause and with or without notice, unless otherwise provided in a written agreement signed by an authorized representative.

Equal Opportunity: The organization provides equal employment opportunity and prohibits discrimination and harassment on the basis of protected characteristics. The use of AI Systems in employment decisions must comply with non-discrimination obligations and must be reviewed to prevent disparate impact.

Applicant Certification and Authorizations

I certify that all information provided in this form is true, complete, and accurate to the best of my knowledge. I understand that providing false information may result in disciplinary action up to and including termination.

I authorize the organization to contact prior employers, educational institutions, and listed references to verify information provided. I hereby authorize any such parties to release employment, education, and reference information to the organization.

Additional Comments (Optional)

Sign Now