Use of Artificial Intelligence AI Policy – Teams EU

For UK-Based Employers Working with EU Client Data or Delivering AI-Affected Services in the EU

The rise of AI tools has transformed how businesses operate. Bringing speed, innovation, and creativity to day-to-day work. But with these benefits come legal, ethical, and reputational risks. Particularly when multiple people across your organisation are using AI in different ways. Whether it’s a team member uploading sensitive data into ChatGPT or relying on AI-generated content for client-facing work If you are delivering outputs that reach EU audiences, your business needs a clear Use of Artificial Intelligence AI Policy Teams EU. One that addresses the risks and regulatory requirements in both the UK and the EU.

Why Use This Version Instead of the UK-Only One

This version is specifically for UK businesses that serve EU clients, process EU personal data, or whose work is seen by an EU audience. It includes additional requirements under the EU Artificial Intelligence Act, such as:

• Transparency around AI-generated content

• Risk categories and fairness obligations

• Supervisory authority references

• Supply chain and fundamental rights considerations

If your audience or clients are based solely in the UK, the UK-only version may be suitable. But if you deliver services across borders or have a growing EU presence, this version helps you stay compliant and protected.

What It Covers

Our Use of Artificial Intelligence AI Policy – Teams EU version is designed to help businesses embrace AI responsibly and lawfully, covering:

Approved Tools: Which generative AI tools are permitted for use, and what they can be used for
Data Protection: How to comply with both UK GDPR and EU GDPR when using tools that collect, store, or generate personal data
Confidentiality: Rules around uploading sensitive business or client information
Intellectual Property: Understanding ownership of AI-generated content and managing third-party platform restrictions
Accuracy & Bias: Guidance on checking AI outputs and identifying potential bias, discrimination, or error
Transparency: When and how to disclose that AI was used in public or client-facing work
Security: Practical steps for keeping data and systems secure when using AI tools
Supply Chain: Team responsibilities when working with contractors or suppliers who also use AI
Fundamental Rights: Flagging use cases that could impact access to services or fair treatment
Reporting Issues: Encouraging employees to raise concerns about inappropriate or non-compliant AI use

Who It’s For

This policy is ideal for UK businesses of any size with remote, hybrid, or in-office teams using AI tools like ChatGPT, Copilot, Gemini, or Midjourney to assist with content, communications, admin, client work, or analytics. It is especially useful for businesses working across borders or serving EU clients in sectors like marketing, education, HR, health and wellbeing, or content production.

Things to Know

The policy is delivered as a professionally written, editable Word document.
You’ll receive a licence to use it internally within your organisation.
The download link is valid for 30 days. Be sure to download and save your copy once purchased.

Need Support?

If you need help adapting the policy for your specific sector or want a bespoke AI policy get in touch, we’re happy to help.

Also Available

We offer a full range of EU-compliant AI documents, including Privacy Notice Inserts, a combined UK/EU DPIA Template, supplier and client clause inserts, DPIAs, and, checklists and copyright guidance.

About K&K Legal Consulting

Founded by Kirsty and Kate, K&K Legal Consulting offers accessible legal tools and templates for small businesses. With deep knowledge of the legal, marketing, and entrepreneurial landscape, we create practical, legally sound solutions that empower businesses to grow confidently and compliantly.