AI inventory
Establish which AI tools and features are in use, by whom and with what information.
AI Governance & Acceptable Use
AI governance is how an organisation decides which AI tools and uses are approved, what information they may handle, who is accountable and how outputs are checked. Umbrella Tech builds practical AI governance frameworks and an AI acceptable use policy tied to the tools and workflows your staff actually use, so AI can be adopted with clear rules and less risk.
The problem
The challenge we help you address
Staff are already using AI tools, and AI features keep appearing in software you pay for. Nobody is sure what information is allowed, who approves new uses, or how anyone would know if something went wrong.
The outcome
What the engagement should deliver
Clear rules staff understand, an inventory of AI tools and uses, and a simple process for approving and reviewing new ones. The work can stand alone or form the start of an ISO/IEC 42001 management system.
How we can help
Acceptable use policy
Define approved tools, information boundaries, output checking, disclosure and who to ask.
Approval process
Set how new AI uses are requested, assessed and approved, with named owners.
Lifecycle governance
Connect procurement, supplier review, deployment, monitoring and change.
Staff guidance
Pair the policy with practical training so people know how to apply it.
How we deliver
How the work runs
01
Discover
Find out how AI is used today and what information it touches.
02
Set the rules
Draft the AI governance framework and acceptable use policy with your team.
03
Introduce the process
Set up the approval route and inventory, and trial them on real requests.
04
Train and review
Brief staff, record acknowledgement and agree a review date.
Frequently asked questions
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What is AI governance?
It is the set of decisions, responsibilities and rules that control how an organisation adopts and uses AI. It covers which tools are approved, what information they can use, how outputs are checked and who is accountable.
Is an AI policy template enough?
A template is a useful starting structure, but it needs to be adapted to your tools, information, risks and responsibilities before it becomes guidance people follow. We start from a clear structure and tailor it with you.
When should a business use it?
As soon as staff use AI for work, and before AI is built into products or customer-facing services. It is also a sensible step before Microsoft 365 Copilot or other AI rollouts.
What does implementation include?
An AI inventory, acceptable use policy, approval process, lifecycle controls, staff guidance and a review schedule.
What are the main security or governance considerations?
Sensitive and personal information should not go into unapproved or public AI tools, and outputs need human checking before they are relied on. Supplier terms, data storage location and access permissions all need review before a tool is approved.
Plan the next improvement
Tell us how your staff use AI today and what worries you. We will help set clear rules and a practical approval process.