Using artificial intelligence at work

13 March 2026

We have had an artificial intelligence (AI) policy (attached to this page) in place since February 2025, which all colleagues must comply with. It applies to AI use on council devices and on personal devices used for council business.

Here are some ways you can comply with the policy:

What can I do with AI at work:

• use council‑provided Microsoft Copilot 365 applications only
• use AI to support your work, not replace it
• apply human oversight at all times – AI outputs must be reviewed, checked and validated by you
• understand that you remain fully responsible for any content, advice or output generated using AI

What can't I do with AI at work:

• do not use third‑party or public AI tools (for example ChatGPT or similar) for any council business
• do not upload council information into unapproved AI tools
• do not assume built‑in AI features are approved – all AI must follow our governance process, so if you're not sure, check with your department's data protection liaison officer
• do not use AI to make automated decisions about people, services or outcomes

Why can't I use third-party tools like ChatGPT:

• we have no control over what happens to our data – we can't guarantee where it goes, who sees it, or how long it's kept
• Copilot keeps everything inside our secure council boundary – data stays in our Microsoft environment and isn't used to train AI
• Copilot is auditable and defensible – it's covered by data protection impact assessments, security controls, and FOI accountability

What else do I need to know:

• the use of unauthorised AI tools at we considered a data breach, and employees may be dealt with under our disciplinary process
• you can learn the basics of Copilot by joining one of the digital adoption team's workshops
• if you're unsure whether you should be using an AI tool, check with the information governance team, email cst.infogov@derbyshire.gov.uk