Examples of AI policies from local governments
Example 1: Watford Borough Council
This AI policy was developed for a local government that delivers public services to residents and businesses. The policy applies to employees, contractors, and consultants who use AI tools in their work.
One strong aspect of this policy is the clear connection to everyday council activities. The document explains how AI can support tasks such as drafting communications or summarising documents, while making clear that staff remain responsible for the final result.
The policy places particular emphasis on protecting resident information. It clearly states that council data and personal information may only be used in approved systems and must never be entered into public AI tools.
By using realistic examples from council work, the policy helps staff understand how AI can be used safely in practice. It also recognises that AI is developing quickly and states that the policy will be reviewed regularly.
Example 2: City of Karratha
This AI policy was developed by a local government authority responsible for delivering services and managing community resources. The policy applies to council members, employees, volunteers, and contractors who use AI tools or work with council data.
One strong aspect of this policy is its clear and structured approach. The document provides short definitions of key terms such as generative AI, confidential data, and sensitive information. This helps users quickly understand what the policy covers and how it applies to their work.
Another notable feature is the requirement for an approved AI tools register. Only tools that have been assessed for privacy and security risks may be used for council business. This creates a clear and manageable way for the organisation to control AI use.
One limitation of the policy is that it contains few practical workplace examples of AI. While the rules are clear, additional examples could help staff better understand how the policy applies to everyday council work.
Example 3: Local government of Súdwest Fryslân
This is a Dutch AI policy example for local government that sets out how the municipality wants to use AI in a safe, lawful, and responsible way. The document is aimed at both governance and day-to-day practice, and links municipal AI use to European and national rules such as the AI Act and the GDPR.
One strong aspect of this policy is the clear explanation of terms. It defines core concepts like algorithms, AI systems, generative AI, LLMs and more. This helps create a shared language across teams.
Another strong element is the clear risk outline. The policy explicitly discusses key municipal risks, privacy, bias and discrimination, transparency, security, and loss of human contact. It also supports these with concrete examples and mitigation measures.
A downside is that the policy is long and detailed, which can reduce the likelihood that employees will read it in full. However, the document partly addresses this by including a clear summary at the end.
To improve adoption even further, the policy could be made more scanable throughout (not only at the end). This increases the likelihood that employees are going to read it.
What makes a local government AI policy different?
AI policies made by municipalities share many similarities with policies in private organizations, but there are also important differences. These differences reflect the public role of municipalities and the responsibilities they have toward residents and society.
1. Most policies are publicly available
Examples of local government AI policies are usually published openly. This makes it possible for residents, journalists, and other organizations to understand how AI is being used by the municipality. Public availability supports transparency and helps build trust in the responsible use of AI.
Because these policies are public documents, they are often written in a more formal and structured way than corporate policies. They may also include references to laws, regulations, and public accountability.
Learn how to create an effective AI policy for your company by using our practical guidance.
- Easy to understand.
- Step by step approach.
- No technical knowledge required.
2. More stakeholders are involved
Local government AI policies must consider a wider range of stakeholders than most private organizations. In addition to employees and management, municipalities must consider residents, businesses, elected officials, and oversight bodies.
AI systems used by municipalities can directly affect people’s access to services or the decisions that apply to them. As a result, policies often emphasise fairness, transparency, and accountability toward the public.
3. Stronger focus on law and public values
Finally, local governments operate within a strict legal framework. AI policies therefore often refer to regulations such as data protection laws and the AI Act, as well as broader public values like equality, transparency, and non-discrimination.
Municipalities must also ensure that AI supports democratic decision-making and does not replace human judgement in important decisions that affect residents.
Tips for creating an AI policy as a municipality
Developing an AI policy for a municipality does not have to start from scratch. Many local governments face similar challenges, and practical lessons can be applied across organizations. The following tips can help municipalities create an AI policy that is both usable and effective.
1. Focus on practical use
An effective AI policy should support employees in their daily work. Municipal staff use AI for tasks such as drafting letters to residents, preparing reports, analysing information, or summarising meetings. A policy that reflects these everyday situations is easier to understand and apply.
Including realistic examples helps employees recognise when AI can be used safely and when extra caution is needed. This makes the policy more useful than a document that only describes general principles or legal requirements.
2. Keep the policy structured and readable
Municipal AI policies often need to address legal requirements, governance, and ethical considerations. As a result, they can quickly become long and complex. A clear structure and plain language help ensure that employees can find the information they need without reading the entire document.
Summaries, clear headings, and practical sections make it easier to scan the policy. When employees can quickly understand what is expected of them, the policy is more likely to be followed in practice.
3. Provide clear rules and responsibilities
Municipalities work with sensitive information and make decisions that directly affect residents. For that reason, an AI policy should clearly explain what is allowed and what is not, especially when it comes to using data in AI tools.
It should also be clear who is responsible for AI use within the organization. Employees need to know who to contact with questions, how new AI tools can be approved, and who oversees responsible use. Clear responsibilities help municipalities stay in control while still allowing innovation.
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