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10-Minute AI Safety Check for Firms

A simple guide for safe AI use in firms. 

 

You do not need technical knowledge to use this checklist.

 

Answer each question honestly. If you answer “No”, that’s your action point.

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Do we know where AI is being used?


→  Do we know which AI tools people are using for work?

→  Does this include free tools or personal accounts used during work time?

→  Do we know what people use AI for (emails, reports, analysis, admin tasks)? 

Why this matters?
You can’t manage risk if you don’t know what’s being used. 

If unsure: Ask staff directly and make a simple list. 

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Do staff know what NOT to put into AI tools?

→  Do staff understand that public AI tools may store or reuse what they type in?

→  Have we clearly told staff never to put the following into AI tools: 

    • Personal data (names, emails, phone numbers) 
    • Client or customer information 
    • Financial or HR information 
    • Passwords or system details 
    • Anything confidential

Simple rule: 

If you wouldn’t put it on your website, don’t put it into an AI tool. 

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Are staff checking AI output before using it?


→  Do staff know AI can sound confident but be wrong?

→  Is AI generated content always checked by a human before being shared?

→  Do we avoid copying AI output straight into emails, proposals, or documents? 

Why this matters:
AI can make mistakes, invent facts, or miss important context and your business owns the result. 

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Are we keeping humans in charge?

→  Are important decisions still made by people, not AI alone?

→  Do we avoid using AI to make final decisions about: 

    • People (jobs, performance, recruitment) 
    • Money (pricing, credit, payments) 
    • Legal, medical, or financial advice 

→  Is there always a person responsible for the outcome? 

Bottom line:
AI can help. But people remain accountable. 

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Do staff know the basic rules?


→  Have staff been told what AI is okay to use for work?

→  Do they know who to ask if they’re unsure?

→  Is AI use covered by our general acceptable use or security rules?

→  Would a new starter understand our AI rules on day one? 

If not: 
A short-written policy and this checklist is enough to start. 

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Quick Final Check


Answer Yes or No: 

→  Would we be comfortable explaining our AI use to a customer? 

→  Would we be comfortable explaining it to a regulator? 

→  Would we be comfortable seeing it in the news? 

If any answer is No, review the steps above. 

Our Accreditations

Our Reviews

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robbie burtt
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Couldn't recommend these guys strongly enough. Incredibly hands-on, friendly, professional and prompt. Anytime I've had a technical issue, they've picked up the phone within seconds and meticulously resolved the issue. Most recently, while writing an important university assignment, my computer had decided to go rogue on me and lock me out of my system.. Consequently, it had also erased all of my progress for that day (around 8 hours of work). A quick phone call to Rahat at WC, and I was back in business, with all issues quashed, and he even somehow found a way to recover the lost data from all of my lost progress! Thank you so much, Rahat, and thank you, Workplace Connect, for your continued support over the past years! If you're a complete tech imbecile like me, you will definitely be well cared for with Workplace Connect!
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Sabrina Dawson
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Great company. Extremely professional and always giving an A* service. (Seb and Kyle in particular are very positive, accommodating and patient - giving nature of our business with often last minute changes, this is something we are very appreciative of)
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Ruby Edwards
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The Workplace connect team are great! Always so kind and helpful. Highly recommend Kyle Chennenls assistance, always so helpful! Go WPC!! :)
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Vladimir Popov
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It's absolutely pleasure to work with Workplace connect team, always really helpful and knowledge there, they know what they do!
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Michael Bolton
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The team at Workplace Connect has been a fantastic support for our business. They're always just a phone call away, ready to help our team and guide us through the complexities of technology and cyber security.
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kevin watson
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Just want to say a big thank you too workplace content made switching over to a digital service for a small charity seamless. I reached out to Kyle for some technical support with the UniFi kit we have on site. Kyle came back with an answer to my question and additional information to help support me.
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Rich Hepworth
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Fast, friendly, helpful & knowledgeable, all you need for ICT support services!
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Claudia Isoni
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WPC have been supporting our company and team since day one and they've been great! Reliable, knowledgeable, professional and friendly. We wouldn't be able to do it without them! Thank you WPC!
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Sarah Jenkins
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Friendly, efficient and professional service.

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