Two things tend to go wrong the moment ChatGPT lands on desks in Indian companies. Confidential client data walks out in a prompt. And nobody is quite sure who owns the AI generated work. This template addresses both, in language people can follow under deadline pressure.
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Define who the policy covers and which GenAI tools are approved for work. Include employees, interns, contractors, and vendors working on company systems.
This is the part most teams need in plain language. Assume prompts and uploads may be stored by the provider.
Keep this consistent with your offer letter and employment terms. The simplest rule is that work product created in the course of employment is owned by the company, even when AI helps draft it.
Treat AI output like code copied from the internet. It can be wrong, insecure, or licensed in ways you do not want.
For HR teams and founders, these checks mirror the same idea as keeping clean employee records for audits.
Many Indian companies are updating appointment letters, salary structures, and digital records as Labour Code 2025 requirements take effect. Your GenAI policy should support that effort, not create new risk.
Policies work when people know what to do when they make a mistake. Add a simple reporting path and keep the steps short.
If you want a one page checklist for managers, you can attach it to this policy as an appendix.
If your HR team is building a full policy set, these pages are useful alongside.
Quick answers HR teams in India usually need when rolling this out.
Can employees use ChatGPT for work tasks?
Yes, if you define approved use and keep confidential information out of prompts and uploads. The policy should list what must never be shared and when review is required before external use.
Who owns AI generated work created during employment?
In most companies, work product created in the course of employment is owned by the company. Your policy should align with existing employment and IP assignment terms.
Should we ban AI tools completely?
Most teams get better results by allowing safe use cases and blocking risky ones. The point is to keep rules specific enough that people can follow them under deadline pressure.
Does Offrd support HR letters and document templates?
Yes. Offrd generates offer letters, joining letters, experience letters, probation letters, increment letters, separation letters, and payslips for Indian companies.
Disclaimer: This page is informational and does not replace professional legal advice. For statutory interpretation and company specific decisions, rely on your CA or legal advisor.
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