# Workplace AI safety toolkit

Use with https://www.learnwithzavi.com/course/ai-safety-for-working-professionals

LearnWithZavi — 30 October 2026. The exercises below are fictional. This toolkit does not approve a tool or data transfer, replace company policy or certify compliance. Keep completed workplace records in your organisation's approved system. Do not enter confidential company records into public examples or this website.

## 1. Five checks before starting

- [ ] Task and purpose are permitted and clear.
- [ ] Data categories and owner are identified.
- [ ] Exact tool, account, workspace, feature and connections are approved for those inputs.
- [ ] Read, edit, send and share permissions match the task.
- [ ] Reviewer and final audience are named.

If a required answer is unknown, use fictional material or an empty structure while the designated approver resolves it.

## 2. Company-data review

These are example labels; use your organisation's actual classification and handling rules.

| Item or data category (no actual records) | Company classification | Owner | Needed for task? | Approved destination and purpose | Remove or use a fictional substitute? |
| --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |
| | | | | | |

Review prompts, attachments, images, meeting audio, connected sources and outputs. Check hidden sheets, comments, tracked changes, speaker notes, metadata, embedded items and unrelated content. A name-replaced record may still identify someone; confidential business information can remain even without personal information. Do not upload real data to an unapproved tool in order to anonymise it.

## 3. Tool approval record

- Task:
- Data categories and owner:
- Tool and account/workspace:
- Feature and connections:
- Whether model training uses these inputs/outputs:
- Storage, retention and deletion rules:
- Access and sharing rules:
- Approved read/edit/send capabilities:
- Approval reference, scope and date:
- Unknowns and person responsible for resolving them:

No-training terms do not establish no storage. Payment, encryption and a familiar product name do not establish company permission.

## 4. Review before using an output

| Claim, number or proposed action | Original source or permission | Independent check | Supported / wrong / unresolved | Correction or question | Reviewer |
| --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |
| | | | | | |

- [ ] Sources exist and support the specific claims.
- [ ] Calculations, units, ranges and status labels match the evidence.
- [ ] Proposals are separate from decisions and approved commitments.
- [ ] The output is appropriate for its audience and does not expose unnecessary information.
- [ ] Statements about people do not add unsupported motives, traits or conclusions.
- [ ] Rights and internal approval for publication or reuse have been checked where relevant.
- [ ] Exact recipients, attachments and changes are reviewed before any permitted action.

## 5. Incident note

Use only the designated incident channel; do not create a real test incident for this course.

- What happened:
- When (include timezone and whether approximate):
- Tool, account and feature:
- Data categories and approved file reference (no credentials or full records):
- Known files, recipients or actions:
- Unknown scope or retention:
- Actions already taken, by whom and when:
- Evidence location in the approved system:
- Response contact / incident reference:

Stop further exposure and report promptly. Follow the response team's instructions on containment and evidence. Do not make new copies, erase records or contact external parties on your own initiative. If credentials may be exposed, alert the responsible team urgently for authorised revocation or rotation. Deleting a visible chat is not proof that every copy has gone.

## 6. Final fictional exercise

Task: draft an internal workshop booking update. The managed work assistant is approved for internal, non-personal project text only. It may draft, not send. External connections, customer records and credentials are excluded. The project owner reviews the result for the internal delivery team.

| Reference | Supplied information |
| --- | --- |
| A | 20 tasks: 12 ready for review, six in progress, two blocked; groups do not overlap. |
| B | No tasks have final sign-off. |
| C | 13 November is a proposed, unapproved release date. |
| D | Owner requests reviewer assignments and updates on both blockers. No cause is recorded. |
| E | Separate customer export with names, contact details and access requirements. |
| F | Troubleshooting note with an access key. |

The assistant offers email access and automatic sending. A flawed draft says: “The project is 75% complete and confirmed for release on 13 November. Supplier delays explain the blockers. The customer list is attached for context.”

Write your answer before checking the key:

1. Permitted inputs and excluded material:
2. Allowed action, audience and reviewer:
3. Corrections to the draft:
4. Response if E was accidentally uploaded:

### Answer key

- Use A–D under the fictional approval. Exclude E and F. Real work requires its own classification and approval.
- Draft only. Keep email access and automatic sending off. The owner reviews before the internal delivery team receives it.
- 12 / 20 = 60%; 12 + 6 + 2 = 20. Ready for review is not complete. No task is approved. The date is proposed. The blockers' cause is unknown. Do not attach customer data.
- Stop and report an accidental upload through the incident process. Record time, account, file reference and data categories without redistributing the records. Retention and external access remain unknown until assessed.

Sample corrected update: “Twelve of twenty tasks (60%) are ready for review, six are in progress and two are blocked. No tasks have final sign-off. 13 November remains a proposed release date. Please assign reviewers and provide an update on both blockers; their causes are not recorded.”

## 7. One-page workplace plan

- Purpose and audience:
- Data categories, owner and permission reference:
- Exact approved tool/account/feature/connections:
- Minimum input and fictional fallback:
- Allowed actions:
- Actions requiring separate approval:
- Source and calculation checks:
- Confidentiality, fairness and publication checks:
- Reviewer:
- Specific stop conditions:
- Incident channel:
- Unresolved questions and owner:
- Review date and change triggers:

Have the responsible person review this plan before using real company data. A completion certificate records completed lessons, not approval of this plan or an accredited qualification.

## Sources

Official guidance checked on 30 October 2026. The course contains explanations and fictional practice examples, rather than a reproduction of these sources.

- NCSC AI security: https://www.ncsc.gov.uk/guidance/ai-and-cyber-security-what-you-need-to-know
- NCSC agentic AI: https://www.ncsc.gov.uk/blogs/thinking-carefully-before-adopting-agentic-ai
- Microsoft enterprise Copilot data guidance: https://learn.microsoft.com/en-us/microsoft-365/copilot/microsoft-365-copilot-privacy
- ICO anonymisation: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/data-sharing/anonymisation/introduction-to-anonymisation/
- NCSC incident response: https://www.ncsc.gov.uk/collection/incident-management/cyber-incident-response-processes