Generative AI Use Policy: A Template for Parliamentary Offices
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Introduction
Some parliamentary institutions have issued guidance on the use of AI for official duties that applies to all MPs and staff. Whether used to compliment, expand upon, or be implemented in the absence of one, this template is a starting point for establishing a Generative AI Use Policy for a parliamentarian’s office. It should be customized for each office's specific needs, institutional requirements, and operational context. Consult with your institution's leadership or technical team for the latest institutional guidance before implementation.
Highlighted sections indicate what needs to be customized by an office that adopts this template.
[Office Name] Generative AI Use Policy
Last Updated: [Date]
Contents
Purpose and Scope
Policy Philosophy
Prohibited Uses
Best Practices
Compliance
Knowledge Sharing
Training and Support
Acknowledgement Agreement
Appendix
Purpose and Scope
This policy establishes guidelines for the responsible use of Generative Artificial Intelligence (GenAI) tools in [Office Name] to enhance productivity, improve constituent services, and support legislative work while maintaining security, privacy, and ethical standards. This policy supplements and must be read in conjunction with guidance from [your parliamentary information or resource office] and all applicable institutional policies.
Policy Philosophy
Our office embraces innovation and recognizes GenAI as a powerful tool to enhance our work serving constituents and advancing legislative priorities. Rather than restricting creativity, this policy establishes clear boundaries and best practices to ensure responsible use while encouraging exploration of beneficial applications.
Prohibited Uses
GenAI tools MAY NOT be used for:
Replacing human judgment on:
Policy positions or voting decisions
Constituent service related decisions
Hiring or personnel decisions
Final editorial decisions on public-facing content
Processing personally identifiable information (PII) including but not limited to:
Identification numbers, addresses, phone numbers, email addresses
Constituent details or personal information
Financial information or account numbers
Health information or medical records
Immigration status or documentation details
Handling classified or sensitive information including:
Confidential materials
Draft legislation not yet public
Internal strategic discussions or sensitive political information
Security protocols or office procedures
Staff personnel information
Private email, WhatsApp, or other forms of correspondence
Creating misleading content such as:
Deepfakes or manipulated media
False statements attributed to the MP or other officials
Deceptive social media content
Fabricated quotes, statistics, or sources
Best Practices
Before using GenAI:
Verify the tool is approved by institutional IT guidance set by [your parliamentary information or resource office] (if such guidance has been established)
Assess the sensitivity of information you plan to input and cross reference the use case with the above restrictions outlined in this document
Consider the purpose and ensure it aligns with office goals
During use:
Never input sensitive information - when in doubt, don't include it
Use general examples instead of specific constituent cases or political scenarios
Iterate and refine prompts for better results
After use:
Always fact-check outputs - GenAI can produce inaccurate references, incorrect citations, and completely falsified information
Edit and personalize AI-generated content to reflect office voice
Compliance
Individuals are responsible for the content they produce, use, and sign-off on
Staff must report suspected misuse of GenAI tools
Knowledge Sharing
Staff are encouraged to participate in office-wide information sharing of GenAI use cases and lessons learned. Such insights are vital contributions to the team’s overall awareness and understanding of these tools’ applicability in the parliamentary workplace.
Training and Support
All staff are strongly encouraged to pursue training on the use of GenAI tools.
Acknowledgment: I have read, understood, and agree to comply with this Generative AI Use Policy.
Staff Member: _________________________ Date: _________
Signature: _________________________
Appendix
Recommended Use Cases
While not exhaustive, beneficial applications of institutionally approved GenAI tools may include:
Research and Analysis
Background research on policy topics
Summarizing public documents and reports
Analyzing trends in public data
Generating research questions and frameworks
Communications Support
Drafting initial versions of newsletters
Creating social media content ideas
Developing talking points frameworks
Editing and improving writing clarity
Administrative Efficiency
Meeting agenda creation
Email template development
Event planning assistance
Training material development
Constituent Services
Developing FAQ responses (using public information only)
Creating resource guides for common issues
Drafting template responses (without PII)
This guide was developed by POPVOX Foundation to support parliamentarians and their staff in using AI tools responsibly and effectively.
About POPVOX Foundation
POPVOX Foundation is a 501(c)3 nonpartisan nonprofit organization with a mission to help democratic institutions keep pace with a rapidly changing world. Through publications, events, prototypes, and technical assistance, the organization helps public servants and elected officials better serve their constituents and make better policy.
Questions or feedback? Contact us at info@popvox.org
