EU AI Act AI Policy Template for SaaS Companies
An AI policy gives employees rules for approved tools, prohibited uses, vendor review, privacy controls, incident reporting, and training expectations.
Define acceptable and prohibited use
An internal AI policy should explain which AI tools employees may use and for what purposes. It should also prohibit risky behavior such as uploading sensitive customer data into unapproved tools, using AI to make final employment or credit decisions without review, generating deceptive content, bypassing security controls, or relying on AI output without checking accuracy.
Create a vendor approval workflow
SaaS teams often use third-party AI services. The policy should require review before adopting new AI vendors. Review should cover data processing terms, model purpose, data retention, training use, security measures, sub-processors, EU data transfer risks, support commitments, logging, and who owns the system output.
Include incident and escalation rules
Employees need to know what to do when AI malfunctions. The policy should define AI incidents, such as harmful output, data leakage, biased recommendations, unauthorized automation, incorrect customer-facing content, or security-sensitive hallucinations. It should name an escalation owner and require quick reporting.
Add training and AI literacy
EU AI Act readiness includes human awareness. A practical policy should require role-based training for teams that build, buy, deploy, or supervise AI systems. Training should cover limitations, data privacy, human oversight, prompt safety, vendor rules, and the company process for approving new AI use cases.
ComplyAI is a first-draft generator, not a law firm. Contact: support@complyai.tech.