Tool | Provider | Business Use | Risk Category | Role/Owner | Human Oversight Rule | Transparency Note | Data Notes | Logs/Documentation | Last Review |
|---|---|---|---|---|---|---|---|---|---|
ChatGPT | OpenAI | Drafting notes, blog posts, idea generation | Limited Risk ⚠️ | Marketing Lead | Human reviews all outputs before publishing | Internal use only, no disclosure needed | No personal data, no contracts | Notion log, reviewed quarterly | February 1, 2025 |
Copilot | Microsoft | Email drafting, coding suggestions | Limited Risk ⚠️ | IT Manager | All outputs reviewed before sending | Customer-facing emails marked as drafted with AI | No sensitive data | Usage tracked via Microsoft admin dashboard | February 1, 2025 |
Custom HR Screening Tool | Vendor X | Pre-sorting job applications | High Risk 🟠 | HR Lead | Human reviews all shortlisted candidates | Applicants informed AI is used in screening | Structured CV data only, bias testing applied | Detailed logs kept for 6 months | February 1, 2025 |
ChatGPT | OpenAI | Drafting blog posts, summarising meeting notes, creating internal templates | Limited Risk | Marketing Lead | All outputs reviewed by staff before publishing or sharing | Internal use only; no external disclosure required | Internal use only; no external disclosure required | Entries logged in Notion AI Register, quarterly review | September 15, 2025 |
Copilot (Microsoft 365) | Microsoft | Drafting customer emails, generating Excel formulas, code snippets | Limited Risk ⚠️ | IT Manager | Drafts reviewed before sending externally; code tested before deployment | Customer-facing emails marked as AI-assisted | No sensitive customer data, no financial records | Microsoft admin logs + AI Register | 2025-02-01 |
New Tool |