AI in the Workplace

What Is Happening in Canadian Workplaces

Generative AI tools have moved into the workplace faster than most organizations have been able to respond. Across Canada, employees are using AI to draft emails, summarize documents, perform research, analyze data, and produce content. Many are doing it with tools they found and set up on their own, using personal accounts, with no organizational awareness or oversight.

The tools are here. The policies are not. For small organizations, that gap has gone largely unaddressed.

The Numbers

The following figures are drawn from Canadian surveys published in 2025 and 2026.

Sources: KPMG Canada March 2026 / kpmg.com/ca  |  IBM Canada Sep 2025 / newswire.ca  |  HunterTech / Statistics Canada Feb 2026 / huntertech.ca  |  MIRABILIS.ai May 2025 / mirabilis.ai

Why This Matters

Most organizations address this only after a data or content issue surfaces. A simple policy, put in place before that happens, is a much easier conversation.

Data privacy

Free AI tools are not bound by your organization's privacy obligations. Pasting client information, donor records, or internal communications into a public AI platform may constitute a breach under PIPEDA or Quebec Law 25, regardless of intent.

Accuracy and accountability

AI-generated content can be factually wrong. When it goes out under your organization's name without review, the organization owns the error. A clear policy establishes that staff are responsible for what they publish, regardless of how it was produced.

Consistency

Without shared guidance on approved tools and standards, staff produce work in different ways, at different quality levels, with no common baseline. A policy creates one.

Board and donor confidence

For non-profits, board members are beginning to ask whether AI governance is in place. A documented policy is a straightforward answer to that question.

What an AI Usage Policy Covers

A policy for a small organization does not need to be long. A single page, written in plain language, is enough to address the most significant gaps. The sections below outline the minimum structure. Getting from this outline to a working document is the step that most organizations need help with.

Scope

Who the policy applies to: staff, volunteers, contractors, and board members acting on behalf of the organization.

Key Definitions

Core Rules

1. Personal AI accounts are not to be used for work tasks without approval
2. Sensitive data must never be entered into a free or personal AI platform
3. AI-generated content must be reviewed by a staff member before external use
4. Staff remain responsible for the accuracy of any AI-assisted work published under the organization's name
5. Significant AI involvement in client or donor-facing materials should be disclosed where appropriate

Approved Tools

A short list of tools the organization has reviewed and approved for use, with any data restrictions noted. Updated as tools and needs change.

Acknowledgement and Review

Staff confirm they have read and understood the policy. The policy is reviewed annually or following any incident involving AI use.

This document is provided for informational purposes and does not constitute legal or compliance advice. Organizations with specific regulatory obligations should consult appropriate counsel.