AU Artificial Intelligence Program - Small Business

01 — WHAT

What is it?

The AI Governance Program — AU Small Business is a ready-to-implement AI governance framework designed specifically for Australian small businesses. It gives business owners and managers everything they need to use AI tools safely, responsibly, and in compliance with Australian law — without the cost of a specialist consultant.

It provides the policies, procedures, registers, checklists, and training needed to govern every AI tool your business uses — from ChatGPT and Microsoft Copilot to automation platforms, AI scheduling tools, and AI features embedded in existing software.

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02 — WHO

Who is it for?

• Small business owners and managers using AI tools in their operations
• Australian businesses using ChatGPT, Copilot, Gemini, or similar platforms
• Firms adopting AI for content creation, customer service, or automation
• Businesses that want to use AI confidently without legal or reputational risk
• Any organisation that manages customer or staff data and uses AI tools

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03 — WHY

Why does it matter?

AI tools are powerful — but using them without governance creates real legal and reputational risk. In Australia, businesses using AI tools that process personal information have obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Anti-discrimination legislation applies to any AI-assisted decision that affects people.

Relevant legislation includes:

• Privacy Act 1988 (Cth) — Australian Privacy Principles (APPs)
• Age Discrimination Act 2004
• Disability Discrimination Act 1992
• Racial Discrimination Act 1975
• Sex Discrimination Act 1984
• ISO/IEC 42001:2023 — international AI management standard

Without an AI governance program, businesses risk:

• Privacy breaches and OAIC investigation under the Notifiable Data Breaches scheme
• Liability for discriminatory AI outputs affecting customers or staff
• Reputational damage from AI errors published externally
• Staff using unapproved AI tools with sensitive business or customer data
• No clear accountability when something goes wrong

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04 — WHEN

When do you need it?

• Before any staff member uses an AI tool for business purposes
• When adopting a new AI platform, subscription, or AI-powered feature
• When AI tools are processing customer or staff personal information
• Before publishing any AI-generated content externally
• When you want to demonstrate responsible AI use to customers or partners
• Now — if your business is already using AI without a governance framework

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05 — WHERE

Where does it apply?

• AI tools used for content creation, drafting, and communications
• AI features embedded in software like Xero, HubSpot, Canva, or Google Workspace
• Customer-facing AI chatbots and support tools
• AI scheduling, automation, and workflow tools
• AI used in hiring, performance assessment, or service delivery decisions
• Any business function where AI outputs are used or acted upon

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06 — HOW

How does it work?

• Appoint an AI Compliance Officer — the named person responsible for governance
• Register every AI tool the business uses in the AI System Register
• Risk-assess every tool across five dimensions before use
• Set the right human oversight level for each tool and use case
• Train all staff before they access any AI tool
• Apply the Content Approval Checklist before publishing AI-generated content
• Monitor tools at the frequency their risk rating requires
• Review the full program annually and update when tools or legislation change

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07 — INCLUDED

What is included?

1.0 AI Product Document Index

1.1 AI Welcome Pack

1.2 AI Quick Start Guide

1.3 AI 30-Day Implementation Roadmap

1.4 AI Programme Navigation Guide

2.1 AI Executive Summary

3.1 AI Governance Policy

3.2 AI Acceptable Use Policy

3.3 AI Privacy & Data Handling Policy

3.4 AI Risk Management Policy

3.5 AI Human Oversight Policy

3.6 AI Document Review & Update Policy

4.1 AI Incident Response Procedure

4.2 AI Vendor Selection Procedure

5.1 AI Staff Acknowledgement Form

5.2 AI Legislative Update Log

6.1 AI System Register

6.2 AI Risk Register

6.3 AI Action Plan Register

6.4 AI Incident Register

6.5 AI Training Register

6.6 AI Version Control Register

7.1 AI Content Approval Checklist

7.2 AI Manager AI Briefing Guide

7.3 AI Vendor Assessment Checklist

7.4 AI Monthly Review Checklist

7.5 AI Annual Review Guide

8.1 AI Staff Training Guide

8.2 AI Manager AI Briefing Guide