AI Governance Policy Q&A

Employees ask Joy plain questions about your AI-use policy — which tools are approved, what data they can paste, when to disclose AI-assisted work — and get grounded answers with the exact policy section cited.

For IT & Security Leaders Governance & Compliance Teams People Managers All Employees
Sample prompt to Joy's Assistant

Using our AI governance policy in the Knowledge Center, answer this in plain language, tell me the rule and why, point me to an approved alternative if there is one, and cite the exact policy section: [question, e.g., can I paste customer data into ChatGPT to summarize a support thread?]

What it can look like

An illustrative example. Your output will reflect your own sources, data, and prompts.

Using our AI governance policy in the Knowledge Center, answer this in plain language, tell me the rule and why, point me to an approved alternative if there is one, and cite the exact policy section: can I paste customer data into ChatGPT to summarize a support thread?

Pulled from the AI Acceptable-Use Policy in your Knowledge Center. The short version is no for a personal ChatGPT account, but there are two approved ways to get the same summary, and I’ve cited the sections so you can check them yourself.

Short answer: no, not into the public version of ChatGPT. A support thread contains Confidential — Customer Data, and Section 4.2 of the AI Acceptable-Use Policy allows that tier only in tools covered by a signed data-processing agreement. A personal or free ChatGPT account isn’t one of them.

The reason is where the text ends up. Anything pasted into consumer ChatGPT leaves our tenant, and under its consumer terms that content can be retained and used to improve the model — so a customer’s name, account details, or ticket history could sit outside our control. Our approved tools carry an agreement that turns training off and keeps the data in our environment (Section 4.1, “Why the tool matters more than the prompt”).

Two approved ways to get the same summary:

  • Summarize it right here. Joy is an approved Tier-2 tool, so you can paste the thread into this chat and ask for a summary — the text stays inside the Knowledge Center environment and nothing is used for training.
  • Use our licensed ChatGPT Enterprise seats. Same interface you already know; the difference is the contract behind it. Those seats carry the data-processing agreement and are cleared for Confidential — Customer Data (Approved Tools list, row 3). Log in with your work SSO, not a personal account.

If you only need the shape of the reply and not the specifics, there’s a third option: strip the names, emails, and account numbers first. Once the identifiers are gone the thread drops to Tier 1, which any approved tool can handle.

The one thing to avoid is pasting the raw thread into a personal ChatGPT, Claude, or Gemini account to move faster — that’s the exact case Section 4.2 prohibits, and if customer data was involved it’s reportable under Section 6.1.

Want me to summarize the thread right here if you paste it in, or pull up the full Approved Tools list so you can see which tool fits which data type?

From question to cited answer in seconds

AI Governance Policy Q&A lets anyone ask Joy a plain question — which tools are approved, what data is safe to paste, when to disclose AI-assisted work, how to request a new tool — and get a grounded answer that names the rule, the reason behind it, and the approved way to do what they were trying to do. Every answer cites the exact section of your AI governance policy.

  1. Add your AI policy to the Knowledge Center

    Load your AI acceptable-use policy, approved-tools list, data-classification guide, and disclosure rules into the Knowledge Center. Joy reads them so every answer is grounded in your own governance docs and stays current as they change.

  2. Point employees to Joy

    Tell people where to ask and set the ground rules: which policy version is current, how data is classified, and where a new-tool request goes. Joy answers from those sources only, never from the open internet.

  3. Employees ask questions

    Questions arrive in plain language: “Can I paste customer data into ChatGPT?” or “Do I need to disclose that AI helped write this report?” — answered in seconds.

  4. Get cited answers, or flag a gap

    Routine questions get an instant answer that names the rule, the reason, the approved alternative, and the exact policy section. When the policy is silent, Joy says so and assembles the question so you can add a ruling.

  5. Make it one click for your team

    Save this ask as a custom command on the assistant your team already uses, so anyone can run it in one step.

Make it yours

Exact-Section Citations

Every answer links to the specific clause of your AI policy, so employees can verify the rule and you can trust what is being said.

Points to the Approved Path

Not just a yes or no. Joy names the approved tool or the safe alternative, so people can finish the task the right way.

Data-Classification Aware

Answers reflect your data tiers, so “can I paste this?” gets an answer that depends on what the data actually is.

See What People Ask

Ask Joy which questions come up most to find the parts of the policy that are unclear, missing, or quietly being worked around.

New-Tool Requests

Center it on how to request a new AI tool: who approves it, what review it needs, and how long it takes.

AI Disclosure Rules

Answer when and how to disclose AI-assisted work in code, content, and client deliverables.

Data-Paste Checker

Focus on the question people ask most: what can and cannot go into an AI tool, by data type.

Region-Specific Policy

Handle different rules by region or business unit, so answers match the policy that applies to the person asking.

Frequently Asked Questions

What is an AI governance policy assistant?

An AI governance policy assistant answers employee questions about your organization's AI-use rules — which tools are approved, what data is safe to paste, and when to disclose AI-assisted work. It is grounded in your own governance documents and cites the exact policy section, so people get a consistent answer instead of guessing or asking around.

Can employees get instant answers about which AI tools are approved?

Yes. Employees ask Joy in plain language and get an answer drawn from your approved-tools list and acceptable-use policy, with the section cited. Instead of digging through a long document or messaging the security team, they can check what is allowed before they act.

How does an AI policy Q&A assistant reduce risky AI use?

Most risky use happens because the rule was unclear or hard to find, so people paste first and ask later. Making the policy answer plain questions on demand — with the reason behind each rule and an approved alternative — gives people a fast, safe path, so they are more likely to reach for the sanctioned tool than a personal account.

Does the assistant give the reason behind each rule, not just a yes or no?

Yes. Each answer names the rule, explains why it exists (for example, where the data goes and whether it can be used for model training), and points to the approved way to get the task done. People follow rules they understand, and the reasoning helps them apply the policy to cases it does not spell out.

What questions about AI use can the assistant answer?

Common ones include which AI tools are approved, what data may or may not be pasted into them, when and how to disclose AI-assisted work, how to request a new tool, and how the rules differ by data type or region. It answers anything covered in your governance documents, and flags a genuinely new situation so a human can rule on it.

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