An acceptable use template for staff

Adapt this template to your organisation's own policies and wording, and agree it with your data protection officer. The parts in square brackets are for you to fill in.

Using AI assistants with EstatesBase

This guidance applies to everyone at your organisation who connects an AI assistant to EstatesBase.

Which assistants

• Use only the assistants your organisation allows: [list them].
• Use only the account for each assistant that your organisation provides or approves: [describe it].
• Do not connect EstatesBase to a personal account.

Your connection is yours

• Connect your assistant yourself, by signing in to EstatesBase as you. Never let anyone else sign in for you.
• Never give your EstatesBase password to an assistant, or type it into a chat. EstatesBase never asks for it there.
• Only connect an assistant that runs on your own computer if you started it yourself just now.
• Everything the assistant does is recorded under your name.

Choose only what you need

• When you connect, choose only the areas and sites you need for your work.
• Leave the connection read only unless you need more.
• Choose the shortest length that suits you.

Check what it tells you

• An assistant can be wrong, even when EstatesBase's figures are right. Before you act on an answer, or pass it on, open the link it gives and check the page.
• If an assistant shows a different figure from the page, report it with the Send feedback button in EstatesBase.

Take care with what you type

• What you type into an assistant goes to its provider. Do not type personal details that are not needed, such as pupils' names, health information or home addresses.
• Do not paste text from outside EstatesBase into a chat if it contains personal data you would not normally share.

When changes arrive

• When an assistant can make changes, read each preview before you agree. Only agree to what you would do yourself in EstatesBase.

Ending a connection

• Disconnect an assistant you no longer use, on Connected apps under My Profile.
• Disconnect straight away if you think someone else has used your assistant, and tell [your administrator].
• When you leave your organisation, your connections end.

Questions

• Ask [named person or team] about anything in this guidance.

[Date agreed, and when it will be reviewed]