Hogan Technology Introduces Artificial Intelligence Acceptable Use Policies for SMBs and Non-Profits

AI tools are now widely used by employees to draft emails, summarize meetings, analyze data, and automate routine tasks. While these tools offer meaningful productivity gains, many organizations do not realize that AI is often being used without clear guidelines. This lack of clarity can unintentionally expose sensitive company or client information.

“AI is already in the workplace, whether companies and non-profits have formally approved it or not,” said Sean Hogan, President of Hogan Technology. “The question is not whether organizations should use AI. The question is whether they are using it responsibly.”

Without defined boundaries, even well-intentioned employees can accidentally expose data, violate compliance requirements, or create legal issues. In many cases, employees are simply trying to work more efficiently and are unaware of the risks associated with using public or unapproved AI tools.

“For most organizations, the biggest risk is not AI itself, it is the lack of guardrails,” Hogan added. “We have seen employees paste confidential data into public AI tools simply because no one told them not to.”

Hogan Technology’s AI Acceptable Use Policies and Framework provide clear, practical rules for how AI can and should be used inside an organization. The goal is not to restrict innovation but to enable responsible adoption that protects trust, data, and operational integrity.

The framework helps organizations:

• Define which AI tools are approved for work use

• Identify what types of information should never be entered into AI platforms

• Establish when human review is required before AI-generated content is used in customer-facing or high-impact decisions

• Create a simple process for reporting improper AI use so issues are addressed quickly and transparently

Hogan Technology emphasizes that acceptable use policies are not about surveillance or micromanagement. The framework is designed to be easy for employees to understand and follow, helping them feel confident using AI as a productivity tool rather than avoiding it altogether.

This initiative reflects a broader shift in how technology providers support their customers. As AI adoption accelerates, organizations are increasingly looking to their technology partners not just for tools, but for guidance, governance, and risk management.

“No one should have to figure this out alone,” Hogan said. “AI is moving too fast for guesswork. By putting clear, responsible policies in place now, organizations can move faster, protect themselves, and stay competitive as AI becomes a permanent part of how work gets done.”

Hogan Technology is a business technology company focused on increasing customer profitability and efficiency through the strategic use of technology. Based in Easthampton, Massachusetts, the company has supported organizations across the region for more than 25 years.

Contact us to learn more about AI Acceptable Use Policies or request guidance for your organization.