If your insurer asks about AI use, you need to explain what employees actually do and how the business manages it. A written policy helps organize those answers, but it must reflect the tools, information and working practices in place.
Start with the current application and your broker's questions. Use your own application to establish the requirements and your broker to explain coverage or pricing implications.
Find out how AI is being used
Ask team leaders which tools employees use, what tasks they support and whether they involve business accounts or personal accounts. Include AI features within software you already subscribe to.
For each use, record an owner, its purpose and the information involved. Separate approved use from ideas people would like to try. Encourage employees to describe their actual work so the review produces a useful picture.
A policy written around an incomplete tool list can leave staff unsure whether ordinary daily work is allowed.
Write rules employees can apply
A practical policy should answer a small set of concrete questions:
- Which tools and accounts are approved for which tasks?
- What information may be entered, uploaded or connected?
- Who checks an output before it is used or shared?
- Who can approve a new tool or a change in purpose?
- Where should employees report a mistake or uncertain use?
Use examples from your own business. “You may draft a public event description using approved public information” is easier to apply than a broad instruction to use good judgment.
Have the appropriate business, privacy and legal advisers review obligations relevant to your organization. The policy should not ask employees to interpret those obligations on their own.
Separate the document from the evidence
Before describing a rule as implemented, ask how it works in practice. Who approved the tools? How did employees receive the guidance? Who maintains the current version? What happens when somebody requests an exception?
NIST's AI Risk Management Framework includes defining responsibilities for human oversight and the tasks an AI system supports. It is a useful reference for organizing that discussion, not proof that a business meets an insurer's requirements. Read the NIST AI RMF Core.
Keep planned improvements separate from present practices when preparing an answer.
Bring precise questions to renewal
If wording on the application is unclear, ask your broker or insurer to clarify what it means. Have the relevant technical owner verify the factual answer and the authorized business representative review the submission.
NAIC notes that cyber policies are highly customized. Coverage questions belong with your insurance adviser and the actual policy. Read NAIC's cybersecurity overview.
For broader preparation, see cyber-insurance IT questions and Cyber Insurance Readiness.
Frequently asked questions
Does every insurer require an AI policy?
Requirements vary. Review your actual application and ask your broker which requirements apply to your renewal.
Will a policy reduce our premium?
No price or coverage outcome follows from having a policy alone. Your insurer evaluates your application and sets the terms it offers.
Where does AI governance fit at ProIncident?
Baseline AI governance is included in the standard managed service. Further AI Adoption work is framed around an ongoing relationship; detailed responsibilities are agreed in scope.
Make the answers easier to explain
Bring the AI uses you want to understand and the insurer’s actual questions. We can discuss the technical facts and responsibilities behind the answers.