AI Charter workshop: set the rules for AI use in your company

Why build the charter together rather than download a template?

Because a downloaded template describes another company's risks. It knows nothing about your tools, your licences, your sensitive data or the roles that use them every day.

A charter built together starts from your reality. Management sets the ambition, IT approves the tools and security, HR prepares the roll-out and the link with the internal rules. It is also what teams expect: risks explained data by data and tool by tool, a short text that can evolve, and rules that reassure the most cautious without blocking those who want to move ahead.

What does an AI Charter contain?

An AI Charter answers five simple questions: which tools are allowed, who can use them and for what, how to protect your data, how to avoid mistakes, and what environmental impact you accept. The answers fall into six sections. In more advanced companies, the charter also covers agents and connectors: who creates them, who shares them, who maintains them. To see a complete matrix, read our annotated AI charter template (in French).

• Approved tools: the scope and, for each tool, the approved version, because a personal account and a company account do not offer the same safeguards.
• Data: what never leaves the company (personal data on clients or employees, unpublished figures, contracts), with examples for each role.
• Confidentiality: how documents from your clients and partners are handled, and who owns content produced with AI.
• Human review: what must be reviewed before sending, and what reviewing means (checking figures, names and cited sources).
• Transparency: when to say that content was produced with AI.
• Governance: who approves a new tool, who answers questions, when the charter is reviewed.

What does the AI Act actually require?

The AI Act does not require a charter as such: it requires measures. Since Regulation (EU) 2026/1744, in force since 27 July 2026, Article 4 provides that companies using AI systems take measures to support their staff's AI literacy, without having to guarantee a specific level for each person.

The right approach is therefore simple: prove your measures. A dated and circulated charter is one of them, along with training programmes, attendance sheets, certificates and a register of uses.

One case deserves its own line in the charter: recruitment. Candidate selection is classed as a high-risk use under the AI Act. AI can help read applications, but the decision stays human, and the charter must say so.

How do you keep the charter alive after the workshop?

A charter stays alive if it is passed on, consulted and reviewed. Otherwise, it ends up filed away on the intranet. Here are the steps we recommend in the weeks after the workshop:

• Approve and date the consolidated version with management and IT, then announce it.
• Share it through managers: they turn the rules into concrete instructions and settle borderline cases. The Leading AI in your team course prepares them for this.
• Rely on your AI Ambassadors, one per team: they answer their colleagues' questions and report the uses the charter did not foresee.
• Review it on a fixed date, and with each new tool, new licence or first agent connected to your data.
• Keep a register of uses: who uses what, for which tasks.

What comes after the AI Charter?

Training your teams: the charter sets the rules, training gives people the reflexes to apply them day to day. It happens in two stages.

First, build AI literacy with Prompting and AI literacy, a tool-independent course that draws on the rules in your charter. Then equip your teams with training on the tool you have chosen: Claude, Copilot, Gemini or ChatGPT.

If no one can carry the subject over time, a Chief AI Officer part-time keeps the charter up to date, leads your AI Ambassadors and tracks the value of projects.