AI use policy
Set the purpose, scope, approval route and role accountable for each decision to introduce a tool.
For: leadership and tool owners
AI governance documentation ยท Cork and Ireland
AI governance documentation for Irish organisations
AI tools are already inside your business. Your paperwork needs to show who approved them, what staff can do with them and how their outputs are checked.
Davitts Solicitors prepares clear AI policies, contracts and records for AI suppliers and organisations adopting third-party tools. The documents are written for the people who need to follow them, not only for specialists.
Choose the closest fit
For AI product companies and software vendors
Set out how your product works, what customers can expect and where people remain responsible.
- Product and acceptable-use terms
- Customer schedules for oversight and service changes
- Risk, accountability and change records
For organisations rolling out AI internally
Give staff clear boundaries and assign responsibility before tools reach business or client information.
- Internal AI use and acceptable-use policies
- Tool registers, approval records and review dates
- Supplier terms checked against internal practice
Internal governance
Give AI use a clear owner
A policy only works when staff know what it covers and who can approve an exception.
Acceptable use
Tell staff which tools are approved, what information they may enter and which uses are out of bounds.
For: employees and contractors
Review and escalation
Set a route to assess new tools before use with customer-facing work or sensitive information.
For: procurement and review teams
Training records
Record how the policy was shared, who acknowledged it and when staff guidance was updated.
For: managers and people teams
Keep the rules usable. Staff need to know what to do on an ordinary working day.
Commercial terms
AI supplier and customer terms
AI contracts should describe the service as it is actually used. We prepare terms that can be fitted into an existing master services agreement.
Supplying an AI service
Set clear limits and obligations for the product you provide.
- Permitted model use and training-data restrictions
- Output ownership, licensing and customer responsibilities
- Performance descriptions and appropriate output review
Buying or adopting AI
Make supplier commitments and internal controls easier to follow.
- How customer inputs and generated outputs may be used
- Notice of material model or service changes
- Service continuity, records and routes for raising concerns
Shared schedules: human oversight, logging expectations, data handling and review responsibilities can sit alongside the main commercial terms.
Keep the contract chain intact. The AI schedule should support the agreement already in place.
Records and oversight
Make decisions easier to explain
A clear evidence trail shows what a tool does, who checks it and why your organisation approved its use.
Use-case risk assessment
Describe the task, people affected, data involved and practical ways the use could cause harm.
Purpose and scopeRisk controls
Human oversight procedure
Name the role that reviews outputs, handles exceptions and decides when a person must intervene.
Named responsibilityEscalation route
AI tool register and decision log
Record the tools in use, their purpose, review date and the reasons for approving, restricting or removing them.
Tool inventoryDecision history
A record gives reviewers something concrete to examine.
Data and intellectual property
Set clear rules for inputs and outputs
AI use can affect prompts, customer data, generated content and ownership rights. The documents should say who may use each item and what happens when the service ends.
We can address restrictions on using client information to train or improve models, how outputs may be reused, and when prompts or logs must be retained or deleted. The wording should match your supplier terms and your own privacy documents.
Keep the rules consistent across the paperwork.
Irish and EU requirements
Keep documentation aligned with your role
Documentation needs depend on whether your organisation supplies an AI system or deploys one. The EU AI Act includes documentation duties for some roles and systems; the relevant obligations depend on the system and how it is used.
AI governance records also meet practical questions that sit across privacy documents and commercial contracts. A policy alone may not show how a decision was made or who reviews the results.
Davitts Solicitors prepares documentation and compliance support in Cork for organisations across Ireland. The work is built around your tools, supplier chain and internal approval process.
We prepare and organise business documents; this service is not a substitute for a formal legal opinion or representation before a regulator. Where specialist legal advice is needed, we can help identify that boundary so you can seek the appropriate support.
A practical first step
Get your AI documentation set into shape
Bring a list of the AI tools in use, supplier terms already signed, customer questions received and any policy drafts. We can use those details to scope the documents your organisation needs.
- Remote consultations available across Ireland
- Based on Carrigrohane Road, Cork
Call +353 82 274 8712 or email [email protected].