AI Use Policy Development
Clear guidelines for approved AI tools, acceptable use, sensitive data, and who is responsible for what.
AI Governance Services
Use AI with confidence, without risking your data
AI tools like ChatGPT and Microsoft Copilot can make your team faster. Without clear rules, they can also leak confidential information. We help businesses in Memphis and across the Americas put practical AI policies, approved tools, and security controls in place.
The Reality Today
Your team is probably already using AI
Employees use AI to write emails, summarize documents, do research, analyze data, and answer customers. Most have never been told which tools are approved, what information is off-limits, or when AI output needs a human check. That is where the risk lives.
A practical AI governance program gives your people clear rules for using AI, and gives leadership the visibility to understand and manage the risks.
A practical AI governance program covers
- Acceptable-use policy
- Approved AI tools
- Data-handling requirements
- Access controls
- Employee education
- AI vendor review
- Ongoing oversight
What We Do
AI governance services for businesses
Scoped to your business, your data, and your industry, not a one-size-fits-all template.
AI Risk Assessments
Find the security, privacy, compliance, and business risks in how your organization uses, or plans to use, AI.
AI Tool & Vendor Reviews
Evaluate AI apps and third-party providers, including how they handle your data, before they are approved for business use.
Sensitive Data Protection
Practical rules for what confidential business and customer information can, and cannot, be shared with AI.
Employee AI Security Awareness
Training that helps your team use AI responsibly, recognize the risks, and know when human review is required.
Ongoing AI Governance Reviews
Regular check-ins to update your policies, approved tools, and practices as AI and your business evolve.
Why every business using AI needs an AI use policy
An AI use policy sets expectations for how your employees use artificial intelligence at work. It defines approved and prohibited uses, spells out what information must never go into public or unapproved AI tools, explains when human review is required, and assigns responsibility for AI-generated work.
The best policy reflects your real operations, data, industry requirements, and risk, not a generic template, and it is updated as AI tools and use cases change.
What should stay out of unapproved AI tools
- Confidential business information
- Customer and patient data
- Financial records
- Passwords and login credentials
- Proprietary material and trade secrets
- Regulated information, such as HIPAA-protected data
We help you set rules for data handling, approved AI platforms, user access, and security controls, so employees know exactly what is allowed.
"Cybersecurity protects your systems, accounts, and data. AI governance decides how AI is selected, accessed, and used. Your business needs both."Memphis Cybersecurity · Trusted Digital Defense
Why MCS for AI Governance
AI governance and cybersecurity, working together
Most AI risk is a security problem in disguise: unauthorized AI tools, sensitive data pasted into chatbots, weak access controls, and unvetted apps. Because we are a cybersecurity company first, we build AI governance that fits alongside your existing security, IT, and business policies.
Third-party AI risk
AI features are appearing inside software you already use. We review what is enabled, what data it can reach, and whether each vendor meets your security and compliance requirements.
Security-first recommendations
Every recommendation considers how AI tools interact with your people, your sensitive information, and your business systems.
English and Spanish
Policies and employee guidance in both languages, for teams across the Americas.
A Practical Approach
Start simple. Grow with confidence.
AI governance does not have to begin as a large, complicated program. Most businesses start with four steps.
- 1
Discover
Learn how employees already use AI, including tools leadership may not know about.
- 2
Assess
Identify the information, workflows, and vendors that create the most risk.
- 3
Set the rules
Create your AI use policy, approve the right tools, and put access controls in place.
- 4
Train & review
Educate your team, then revisit policies and tools as technology and your business change.
AI Governance FAQ
AI governance questions, answered
What is AI governance for businesses?
AI governance is the set of rules and controls a business uses to decide how artificial intelligence is selected, accessed, and used. It typically includes an AI use policy, a list of approved tools, data-handling rules, security and access controls, employee responsibilities, vendor reviews, human oversight, and a process for reviewing AI use over time.
Does a small business need an AI use policy?
Yes, if employees use AI tools for work. A short, practical policy tells staff which tools are approved, what information must never be entered, which uses are allowed or prohibited, and when AI-generated work needs human review. Small businesses are often the most exposed because they have no AI rules at all.
What are the cybersecurity risks of employees using ChatGPT and other AI tools?
The main risks are employees pasting confidential or regulated information into unapproved tools, relying on inaccurate AI output, exposing proprietary information, using insecure AI apps, and connecting AI tools to business systems without review. Approved tools, clear policies, access controls, training, and vendor reviews reduce these risks.
What information should employees never enter into AI tools?
Unless the company has approved both the tool and the specific use, employees should not enter confidential, regulated, proprietary, customer, patient, financial, or login information into AI tools. Exact restrictions depend on company policy, contracts, industry regulations such as HIPAA, and how the AI provider handles data.
How can businesses use AI safely without exposing sensitive data?
Define approved AI tools, set data-handling rules, control who has access, train employees, review AI vendors, monitor how AI is used, and require human review where it matters. The controls should match how sensitive your information is and your legal, contractual, and compliance obligations.
What should a company AI policy include?
A strong AI policy covers approved tools and use cases, prohibited activities, data-handling requirements, account and access rules, how AI-generated content is reviewed, intellectual-property considerations, how new AI vendors are approved, employee responsibilities, and how the policy is updated as AI technology changes.
Ready to use AI more safely in your business?
Whether your team already uses AI or you are exploring new tools, we will help you assess the risks, set clear policies, and build a practical approach to responsible AI.