HR ChatGPT Policy

HR ChatGPT Policy

Employee Identification

Position Information

Purpose and Scope

Purpose: This policy governs employee use of generative artificial intelligence tools, including ChatGPT and equivalent language models (collectively "AI Tools"), while performing duties on behalf of the organization. The policy sets mandatory controls to protect confidentiality, data integrity, intellectual property, and compliance with applicable legal and contractual obligations.

Scope: This policy applies to all employees, contractors, temporary staff, and third parties who access corporate systems, data, or communicate on behalf of the organization. Use of any AI Tool in the conduct of the organization's business or using corporate data is subject to the requirements below.

Definitions

"AI Tool" means any generative artificial intelligence system that produces text, code, images, or other outputs based on prompts, including cloud-hosted and on-premises systems. "Confidential Information" includes trade secrets, personally identifiable information (PII), protected health information (PHI), customer data, and other non-public business information.

Acceptable Uses

Employees may use approved AI Tools for tasks that include drafting non-confidential internal communications, generating templates, summarizing public-domain material, brainstorming, and supporting routine coding/debugging activities provided that the outputs are reviewed and validated by an appropriate human subject-matter expert prior to reliance.

Approvals: Use of AI Tools with client data, confidential internal records, employee PII, PHI, or contractual data requires prior written approval from the employee's manager and the Information Security team. To request an exception, complete the Manager Approval Description below and attach required justifications in the incident/exception tracking system.

Prohibited Uses

The following actions are prohibited when using AI Tools in any context involving the organization:

- Entering or uploading Confidential Information, PII, PHI, financial account numbers, or proprietary code into unsecured AI Tools or public prompts.

- Relying on AI Tool outputs for legal, regulatory, clinical, or safety-critical decisions without documented human validation and appropriate approvals.

- Representing AI-generated content as fact or as the organization’s official position without review and authorization from the appropriate business owner.

Data Handling and Confidentiality

Employees must not input Confidential Information or other restricted data into AI Tools that do not provide contractual protections and technical safeguards. When use is permitted under approved controls, employees must annotate outputs and record the source prompts and tool version to preserve traceability.

Intellectual Property and Attribution

Outputs generated by AI Tools may implicate third-party content or licensing terms. Employees must not incorporate AI-generated content into deliverables to clients or products without clearance from Legal. When AI Tools are used to create original content on behalf of the organization, ownership and licensing will be governed by existing intellectual property policies and agreements.

Accuracy, Human Oversight and Validation

Employees must verify factual assertions, legal conclusions, financial calculations, and technical recommendations produced by AI Tools. Validation steps and the identity of the reviewer must be documented in project records. The organization disclaims any liability for decisions made without documented human review.

Security Controls and Monitoring

Use of AI Tools on corporate networks is subject to monitoring and logging. Security will review logs to detect suspicious or unauthorized data transmissions. Employees consent to such monitoring as a condition of system access.

Incident Reporting

Any suspected unauthorized disclosure, data exposure, or policy violation involving an AI Tool must be reported immediately to Information Security and the employee's manager. Prompt reporting is required to enable containment, forensic review, and legal obligations.

Training and Competency

Employees must complete mandatory AI Tool training prior to using AI Tools for business purposes. Training covers data classification, privacy, validation, and reporting obligations.

Monitoring, Auditing and Enforcement

The organization reserves the right to audit AI Tool usage, prompt history, and associated artifacts. Violation of this policy may result in disciplinary action, up to and including termination, and may trigger legal response where laws or contracts are implicated.

At-Will Employment and Equal Opportunity

Use of AI Tools is subject to the organization's employment policies. Nothing in this policy alters the at-will nature of employment where such doctrine applies. The organization is an equal opportunity employer and will not tolerate discriminatory uses of AI Tools.

Employee Certification and Acknowledgment

I certify that all information provided in this form is true and complete. I have read, understand, and agree to comply with the HR ChatGPT Policy. I understand that failure to follow this policy may result in disciplinary action. I authorize the organization to monitor AI Tool usage and to take appropriate actions in response to any violation.

Employment History

Provide your two most recent employers.

Education

References

Provide three professional references.

Acknowledgment and Authorization

By signing below, I acknowledge that I have read and understand this HR ChatGPT Policy. I authorize the organization to contact my references and prior employers for purposes of background verification and policy compliance. I consent to monitoring of AI Tool usage consistent with this policy.

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