Protecting sensitive information

Answer in [ANSWER LANGUAGE], even if the material below is in another language.

Help me write a one-page rule for using AI tools in my organisation. Use only my answers below.

Rules:
1. Do not ask me what our sensitive material is, and do not guess at it. I am not going to tell you.
2. In section A, leave the examples as blank numbered lines that we fill in on paper afterwards. Write the line, not the example.
3. Do not add rules I did not ask for, and do not write legal language.
4. Keep the whole page under 400 words, in words a new volunteer would understand.

My answers:
1. What we do: [ONE SENTENCE]
2. Our three labels for material: public, internal, identifiable. Use these three words, and do not ask me what is in the third one.
3. Tools we have decided to allow: [LIST THEM, OR WRITE "NONE YET"]
4. Who decides when someone is unsure: [ROLE, NOT A NAME]

Write one page, in this order:
A. The three classes, in the order public, internal, identifiable, each with one line saying what may be done with material in that class, then two blank numbered lines for our own examples.
B. The approved tools from answer 3, and what each one may be used for. If answer 3 says "none yet", write that no tool is approved yet, and what that means in practice.
C. What to do when you are unsure, in one sentence naming the role from answer 4, then the four short fields to write down every time an AI tool is used on work material.
D. One sentence we tell the people we serve, then a review date and the role that reviews it, as one blank line each for us to fill in.

Answer in [ANSWER LANGUAGE], even if the material below is in another language.

I am about to work on a document in an AI tool. Before I do, help me decide what must come out of it. I am not going to paste the document. I will name its type.

Rules:
1. Do not ask me to paste the document, and do not ask me for a sample of it.
2. Do not ask where the document came from or who else holds a copy. Neither one is needed for a redaction list.
3. Write for the type I picked. Do not write a general list that would fit any document.
4. Name what must be removed in the words that really appear on a page of this type, so I can find them by eye.

The type of document, pick one: [AN INTAKE FORM / A WITNESS STATEMENT / A PAYROLL SHEET / A CASE LOG / A PARTNER REPORT / A MEETING RECORD]
Who appears in it: [BY ROLE OR CATEGORY ONLY, NEVER BY NAME]
What I want the AI tool to do with it: [DESCRIBE THE TASK IN ONE SENTENCE]

Give me, in this order:
A. What must be removed before a document of this type goes into any tool that is not on our own machine.
B. The details people leave in that still identify someone once they are combined: a village name plus an age, a rare job title, the date of an event only a few people attended. List the ones that apply to this document type.
C. What may stay because the task needs it, then the order of work, so a partly redacted copy is never saved over the original.
D. How to check the redaction worked, including what to search for, such as mixed digits: ١٢٣ alongside 123, and then whether this task can be done at all with the material redacted, or whether it needs a route where nothing leaves our own machine.

Answer in [ANSWER LANGUAGE], even if the material below is in another language.

This tool is running on my own computer and nothing I paste here leaves it. I have rough notes about something that happened, and I need a log entry that still makes sense when it is read months from now.

Rules:
1. Use only what is in my notes. Add no cause, no motive, no conclusion.
2. Do not assign blame, and do not say whether what was done was right or wrong.
3. Use only the roles I give you. Write no names, and if a name appears in my notes, replace it with the role.
4. Copy every time and date exactly as I wrote it, including mixed digits: ١٢٣ alongside 123. If a time is missing or approximate, write it as approximate.
5. Anything unclear, contradictory or missing goes in section D. Do not resolve it yourself.
6. Short sentences, past tense, no adjectives that judge.

Give me, in this order:
A. What happened, as a numbered sequence with the time at the start of each line, and what was done in response on the same line.
B. Who was informed, by role, and when each one was informed.
C. What is still open, one line each, and who is holding it, by role.
D. What is uncertain: missing times, gaps in the sequence, statements that conflict, and anything I wrote that can be read two ways.

The roles I use: [LIST THEM BY ROLE, FOR EXAMPLE: the field officer, the office manager, the driver on duty]

My notes:
[PASTE YOUR ROUGH NOTES]

Answer in [ANSWER LANGUAGE], even if the material below is in another language.

I am about to record a testimony. Write the words I will say out loud to ask for consent, in plain language anyone can follow, including someone who cannot read. The recording will be [AUDIO OR VIDEO]. Ask me nothing about the person: this is a script I speak, not a record about anybody.

Rules:
1. Promise nothing I have not told you I can deliver. Where the script needs a fact only I know, leave a blank in square brackets with a short label, for example [WHERE THE FILE IS KEPT]. Never fill such a blank with a guess.
2. Never say the recording is safe, secure, anonymous, or impossible to trace. Say what happens to it, in plain words.
3. Short sentences. One idea per sentence. No legal wording and no form language.
4. Write it to be spoken, so I can read it aloud without stumbling.
5. Say clearly that the person may refuse, may stop at any moment, may answer some questions and not others, and that nothing they receive from us depends on their answer.

Give me, in this order:
A. The spoken script, covering in this order: what is being recorded and how long it will take, where the file is kept and for how long, who can listen to it, what will be published and where, what will be left out, how the person withdraws, who they contact to withdraw, and the last date on which withdrawal is still possible.
B. Three questions to ask afterwards to confirm the person understood, written so that yes or no is not an answer.
C. The one line to record at the start of the file to say consent was given, and the fields that line must contain.
D. Every square bracket blank you left, gathered in one list, so I can fill them in before I start.

Keep the whole page under 400 words.

Answer in [ANSWER LANGUAGE], even if the material below is in another language.

I direct a civil society organisation. My colleagues have already started using AI chatbots for work, and there is no note telling them what is allowed. Write that note, addressed to them.

What I will tell you, and nothing else about us:
1. The role people ask when they are unsure: [ROLE, FOR EXAMPLE THE PROGRAMME MANAGER, NEVER A PERSON'S NAME]
2. Tools we have decided to allow: [LIST THEM, OR WRITE "NONE DECIDED YET"]

Rules:
1. Do not ask me what material we hold, and do not ask me to describe it. Write the three classes in general terms, give one everyday office example of each, and say in the note that I will replace your examples with our own.
2. Under 350 words in total.
3. Words a new volunteer understands. No legal wording and no policy vocabulary.
4. Every rule must be one a person in a hurry can follow without asking a second question.
5. Write "AI tool", and name no tool other than the ones I listed above.

Give me, in this order:
A. The three classes of material and what may be done with each: may go into an allowed tool, may go in only after names and identifying details are removed, never goes into any AI tool. One everyday office example each.
B. The two things that must never be pasted, each as one short sentence on its own line.
C. Who to ask when unsure, using the role I gave you, and what to write down every time an AI tool is used on work material, as four short fields.
D. The sentence a colleague says to a person whose material was involved, in plain words that admit what we do not know.

End with one line: the date I should read this note again with my colleagues.