AI Policy Template for Staffing Agencies
Enterprise buyers now benchmark supplier AI use (SIA 2026 buyer survey), and 49% of job seekers believe AI recruiting tools are more biased than humans (ASA Workforce Monitor) - which makes a written policy both a compliance control and a sales document. Adapt the template below; the [brackets] are yours to fill. Have employment counsel review before adoption.
1. Purpose & scope
This policy governs the use of artificial intelligence and automated tools at [Agency] in recruiting, screening, placement, and workforce operations, by all internal staff and on all desks.
2. AI use inventory
[Agency] maintains a current inventory listing every AI or automated tool in use: tool name, function, the decisions it influences, the data it touches, and its owner. The inventory is reviewed [quarterly] and is available to clients on request.
3. Human review (the non-negotiable)
No adverse decision about a candidate - rejection, removal from consideration, deprioritization - is made by an automated tool alone. A trained human reviews every adverse outcome before it takes effect, and can override the tool. The reviewer of record is logged.
4. Bias monitoring
Tools that score, rank, or filter candidates are tested [semiannually] for disparate outcomes across protected characteristics, using [method / vendor attestation / internal sampling]. Results are recorded; failures pause the tool pending remediation.
5. Data handling
Candidate personal information is not entered into public AI tools. Approved tools must meet [Agency]’s data terms: [storage location, retention, no training on our data unless contracted]. Client-confidential information follows the stricter of this policy or the client agreement.
6. Candidate disclosure
Where AI materially participates in screening or communication, candidates are informed in plain language, with a route to human review on request: "[We use automated tools to help schedule and screen; a person reviews every decision about your application.]"
7. Vendor requirements
AI vendors must disclose model behavior relevant to hiring decisions, support our bias-testing obligations, and contractually mirror sections 4-5. Roadmap promises are not compliance.
8. Training & accountability
Staff using AI tools complete training on this policy at onboarding and [annually]. Violations follow [Agency]’s standard disciplinary process. The policy owner is [role], and this document is reviewed every [12 months] or upon material regulatory change.
This template is a starting point, not legal advice - AI-in-hiring regulation varies by jurisdiction and is moving. Have employment counsel adapt it before adoption. Reviewed July 8, 2026.
Why buyers now require this