Adopting and applying a corporate AI charter

What the corporate AI charter template contains

• Purpose, persons concerned and scope: any tool producing text, images, sound, video, code or analyses.
• The authorised tools, entered on a list kept by the AI officer, then the prohibited data and the excluded uses.
• Three levels of human verification: proofreading, fact-checking and validation by an authorised person.
• Specific rules: N3 validation of information provided to clients and an AI clause for service providers.
• Transparency, register of uses, security and incidents, officer and decision-maker, adoption and review.
• Finally, references to the Labour Code, Laws No. 09-08 and No. 31-08 and Regulation (EU) 2024/1689.

When to adopt the charter

The corporate AI charter is adopted as soon as AI tools enter the work of the organisation. It is used in particular before opening a chatbot to clients or engaging a service provider that uses these tools. Moreover, its review takes place at least once a year and at each significant change of tool or regulation. It therefore concerns management, the AI officer and all users.

Instructions for use

First, management appoints the AI officer and the decision-maker, then completes the items in square brackets. Next, the officer draws up the list of authorised tools and opens the register of uses. The text then follows the applicable procedure: from ten regular employees, it is incorporated into or appended to the internal regulations. Finally, the officer organises awareness-raising and reports to the decision-maker at least once a year.

Expected outcome

The company has an adopted charter, known to users and open to revision. Each AI use falls within a framework: authorised tool, permitted data, verification level and person responsible. The register of uses also ensures traceability.

Key facts

Limitations

The template sets a general framework; it does not characterise any particular situation and does not replace the adoption formalities specific to the company. Moreover, references to legal texts must be checked against the wording in force on the date of use. The firm provides no representation before the courts.

Further reading: Information Systems & Digital Transformation; Law No. 09-08 on the protection of individuals with regard to the processing of personal data.