EasyLPD
Self-assessment

Company policy template on the use of artificial intelligence

  • Art. 6 FADP
  • Art. 8 FADP
  • Art. 16 FADP
  • Art. 5 GDPR
  • Art. 32 GDPR
  • Art. 44 GDPR
  • About 30 minutes
  • Italiano · Deutsch · Français · English

In brief

Sets the rules for using artificial intelligence tools: which are approved, which data are never entered, how results are checked. It keeps personal or confidential data out of tools nobody has vetted.

Who it is for
All employees. They read it and sign that they have taken note of it.
To decide first
The list of approved tools and what they may be used for, who approves new tools, and the inventory of use cases.
Afterwards
Have employees read it, keep the list of tools up to date and cover it in training.

What it contains

  1. 1Purpose
  2. 2Scope
  3. 3Approved tools
  4. 4What is never entered
  5. 5Conditions for approving a tool
  6. 6Human review of the results
  7. 7Transparency towards individuals
  8. 8Automated decisions
  9. 9Inventory of use cases
  10. 10When a data protection impact assessment is needed
  11. 11Incidents
  12. 12Training and responsibilities
  13. 13Review
  14. 14Acknowledgement

An excerpt

1. Purpose

This policy sets out how the employees of __________ may use artificial intelligence tools (hereinafter "AI") at work. AI can save time, but it entails risks: data ending up with third parties, wrong results presented with confidence, decisions that are not transparent to the persons concerned.

In Switzerland there is no specific law on AI: the Federal Act on Data Protection (FADP) applies to AI as to any other processing of personal data.

In the European Union the GDPR applies to all processing of personal data carried out with AI. In addition there is Regulation (EU) 2024/1689 on artificial intelligence, which becomes applicable in stages and provides among other things for obligations of AI literacy of staff and of transparency towards individuals. The obligations depend on the organisation's role and on the level of risk of the system: for systems that affect individuals (for example recruitment, creditworthiness assessment), consider seeking the help of a consultant.

The full text is generated on the platform, with your organisation's details already in place.

Related templates

A template is general information, not advice on your case: it must be adapted to your organisation. For a question on your case there is Advisorn's consulting. By Advisorn, updated on 20 October 2026.