APP Wholesale Ltd – AI Usage Policy

Approved by: Jon Doyle, IT Director

1. Purpose

This policy defines the approved use of Artificial Intelligence (AI) tools within APP Wholesale Ltd to ensure data security, regulatory compliance, and operational integrity.

2. Scope

Applies to all employees, contractors, and third-party users accessing company systems, data, or networks.

3. Approved AI Tool

APP Wholesale Ltd has approved Microsoft Copilot as the sole AI assistant for business use. No other AI tools—including ChatGPT, Bard, Claude, or third-party browser extensions—are permitted on company devices or networks.

4. Rationale for Exclusive Use of Copilot

- Security & Compliance: Copilot operates within the Microsoft 365 environment, ensuring data remains within our secure tenancy and aligns with ISO 27001 standards.

- Data Governance: Copilot respects internal access controls and audit trails, reducing risk of data leakage or unauthorised processing.

- Integration: Seamless compatibility with Outlook, Teams, Word, Excel, and SharePoint enhances productivity without introducing third-party risk.

- Support & Accountability: IT can monitor, troubleshoot, and support Copilot usage centrally. External AI tools lack enterprise-grade oversight.

5. Prohibited Use

Use of any non-approved AI tools—including ChatGPT, browser-based AI bots, or mobile AI apps—is strictly prohibited. Violations may result in disciplinary action, up to and including termination, in line with the company’s Information Security Policy.

6. Implementation Timeline

Migration Period: All users must transition workflows to Copilot by Friday, 19th September 2025.

Enforcement: Access to non-Copilot AI tools will be blocked on company networks and devices from this date.

7. Support & Training

Training materials and onboarding guides for Copilot are available via the IT Support Portal. The IT team will provide assistance during the migration period.

8. Review

This policy will be reviewed annually or upon significant changes in AI technology or regulatory requirements.