In Brief #1: How companies should address AI in the workplace

However, beside significant benefits, AI applications may also harbour risks which may counteract European values, for example if AI supports discrimination or violates people's privacy. For this reason, AI is subject to specific regulation in the EU. A comprehensive regulatory framework – the AI Act – was introduced in 2024 that focuses on harmonising various AI-related regulations and establishing a standardised set of rules across the EU. Companies in Europe that deploy or plan to implement AI must comply with this regulation. Besides the AI Act, further regulations exist that intersect with AI usage.

Steps towards a responsible use of AI in companies:

• Identify the company’s AI role:
  - AI deployer (using purchased AI systems) or
  - AI provider (developing and marketing own AI systems).
• Assess and classify each AI application according to its risk level under the AI Act.
  For high-risk AI systems, ensure human oversight, monitor performance, maintain
  system logs, and report incidents to both the AI provider and relevant authorities.
• Inform employees and their representatives about the use and role of AI systems,
  especially for high-risk applications.
• Comply with the GDPR when processing personal data, including transparency about
  data storage and processing locations.
• Remain responsible for data protection, even when using cloud-based AI tools from
  providers outside the EU.
• Ensure employees have a sufficient level of AI literacy through practical guidelines,
  training programs, and leveraging employees with existing AI expertise.

How to engage in social dialogue on AI:

• Open communication and involvement of employee representatives are crucial for
  successful AI implementation.
• Addressing employee concerns, demystifying AI, and providing clear, accessible
  information about AI systems can reduce resistance and foster acceptance.
• In some EU countries, informing works councils about planned AI deployments is
  mandatory.