AI Usage Governance and Traceability
Frame AI usage, ensure action traceability, and secure automated decisions.
In most mid-market companies, several AI tools are already in daily use with no central register: an assistant drafting quotes, a tool screening CVs, a general-purpose chatbot consulted on sensitive questions. Nobody can say precisely what data went to which model, or who signed off on what.
Fasfox builds systems that make this usage visible and traceable, and that keep an explicit human decision in place wherever the consequences call for one.
A quote, a CV, a warning letter: three tools, no register
A salesperson drafts quotes with a consumer assistant, a recruiter has CVs screened by a filtering tool, a manager asks an agent to write a formal warning. Each of these habits took hold without central approval, often before management even knew about it. The day a data protection officer or a client asks a specific question, what data left the company, on what basis a decision was made, nobody can answer.
A published policy changes nothing about real usage
Publishing an AI usage policy is reassuring and changes nothing in practice: it stays largely unread, or gets bypassed the moment it slows work down. Real control requires knowing what happens technically, beyond what is permitted on paper. An audit triggered after an incident always arrives too late to prevent it.
An honest inventory of what is already running
Before putting a governance system in place, we need an honest inventory of existing usage, including the parts nobody approved, and agreement on what counts as high-risk for this particular organisation, a decision affecting an employee, a candidate or a client carries different weight than a draft email. Without that inventory, the system is built on an incomplete map.
A log of interactions, validation thresholds by category
We put in place a log that ties each interaction to its context, the data used and the model called, along with a validation path for the categories flagged as sensitive. The system flags and documents every sensitive use, timestamped and searchable later. The decision itself stays with an HR, legal or finance owner when the consequence touches a person.