Customize Your AI Governance Policy

Dynamic AI Governance Policy Template – Live Customization Tool

Important Legal Disclaimer

This template is provided for informational purposes only and does not constitute legal advice. Each organization should consult with qualified legal counsel before implementing any AI governance policies. The authors and providers of this template assume no responsibility for any consequences arising from its use. This template should be customized to meet your specific business needs and comply with applicable laws and regulations.

Customize Your AI Governance Policy

[Company Name] Artificial Intelligence Governance Policy

Effective Date: [Effective Date]

Version 1.0

Executive Summary

This policy establishes [Company Name]‘s framework for the responsible development, deployment, and governance of artificial intelligence systems. As a [Industry] organization operating in [Province], Canada, we are committed to ensuring our AI implementations align with Canadian privacy laws, ethical standards, and business objectives while promoting innovation and maintaining stakeholder trust.

Policy Statement

[Company Name] recognizes that artificial intelligence technologies present both significant opportunities and potential risks. Our commitment to responsible AI governance ensures that all AI systems deployed within our organization:

  • Comply with Canadian federal and provincial privacy legislation including PIPEDA
  • Uphold ethical principles of fairness, transparency, and accountability
  • Protect individual privacy and data rights
  • Support business objectives while minimizing risks
  • Undergo appropriate risk assessment and monitoring

Scope and Applicability

This policy applies to all AI systems and technologies used by [Company Name], including but not limited to:

Internal AI Systems

  • • Machine learning models
  • • Automated decision systems
  • • Predictive analytics tools
  • • Natural language processing

Third-party AI Services

  • • Cloud-based AI platforms
  • • AI-powered software applications
  • • Vendor-provided AI solutions
  • • AI consulting services

Governance Structure

AI Governance Roles & Responsibilities

Executive Sponsor:
[CEO Name] – Overall accountability for AI governance and strategic direction
AI Officer:
[AI Officer Name] – Day-to-day AI governance operations and compliance
All Employees:
Responsible for following AI usage guidelines and reporting concerns

Risk Management Framework

[Company Name] employs a comprehensive risk-based approach to AI governance:

High Risk AI

Systems affecting individual rights, safety, or making automated decisions about people

  • • Board approval required
  • • Comprehensive impact assessment
  • • Ongoing monitoring
  • • Regular audits

Medium Risk AI

Systems with moderate impact on business operations or customer experience

  • • Management approval
  • • Risk assessment
  • • Implementation controls
  • • Periodic review

Low Risk AI

Systems with minimal impact, typically supporting operational efficiency

  • • Standard approval process
  • • Basic documentation
  • • Usage guidelines
  • • Annual review

Compliance Requirements

Canadian Regulatory Compliance

Operating in [Province], [Company Name] must comply with:

Federal Legislation

  • • Personal Information Protection and Electronic Documents Act (PIPEDA)
  • • Canadian Human Rights Act
  • • Competition Act
  • • Future federal AI legislation

Provincial Requirements

  • • Provincial privacy legislation
  • • Industry-specific regulations
  • • Professional licensing requirements
  • • Municipal bylaws (where applicable)

Implementation Guidelines

Pre-Implementation Assessment

Before deploying any AI system, [Company Name] will:

  • Conduct privacy impact assessment
  • Evaluate ethical implications
  • Assess technical risks and limitations
  • Define success metrics and monitoring procedures
  • Establish human oversight mechanisms

Ongoing Monitoring

Active AI systems require continuous oversight:

  • Regular performance evaluation
  • Bias detection and mitigation
  • Data quality monitoring
  • User feedback collection
  • Compliance verification

Incident Response

AI Incident Management

In the event of an AI-related incident, [Company Name] will follow this response protocol:

1

Immediate Response

Secure systems, notify stakeholders

2

Assessment

Evaluate impact and risks

3

Containment

Implement corrective measures

4

Recovery

Restore operations, document lessons

Emergency Contact: [AI Officer Name]
Escalation: [CEO Name]

Training and Awareness

[Company Name] is committed to building AI literacy across the organization through:

All Staff Training

  • • AI governance policy overview
  • • Ethical AI principles
  • • Incident reporting procedures
  • • Privacy and security awareness

Specialized Training

  • • Technical AI implementation
  • • Risk assessment methodologies
  • • Compliance requirements
  • • Advanced governance practices

Policy Review and Updates

This AI Governance Policy will be reviewed and updated regularly to ensure continued effectiveness and compliance with evolving regulations.

Annual Review

Comprehensive policy assessment

Regulatory Updates

Adapt to new legislation

Continuous Improvement

Incorporate lessons learned

Approval and Authorization

This AI Governance Policy has been reviewed and approved by the executive leadership of [Company Name].

CEO/President Approval:

[CEO Name]

Date: [Effective Date]

AI Officer Approval:

[AI Officer Name]

Date: [Effective Date]

[Company Name] AI Governance Policy – Version 1.0
This document is confidential and proprietary to [Company Name]
For questions or concerns, contact: [AI Officer Name]