AI User Rights Notice

How to use this document

• What it is for. This is a base annex for contracts, terms and conditions, privacy notices or internal policies addressed to employees. It tells people how the organization uses AI and what rights they have regarding it (information, explanation, human review, objection, access, correction, non-discrimination and complaint) and how to exercise them.
• Who should own it. Usually legal, with privacy and customer service responsible for handling requests. Enter the function in [RESPONSIBLE FUNCTION] and the person in [OWNER].
• Decisions to take first. Before adopting it, decide which documents it is incorporated into (Section 1), which AI systems are described (Section 3), which channels you offer (Section 6) and which response deadlines apply in each country (Section 7 and variants).
• Fields to complete. Replace the bracketed fields, such as [ORGANIZATION NAME], [LEGAL ENTITY NAME], [PRIVACY EMAIL], [AI GOVERNANCE EMAIL] and [COMPLETE], and complete the table in Section 3. Keep [OPTIONAL] clauses only if they apply.
• Country variants. Keep the variant for each country where the people this annex addresses are located and work its content into the text or add it as a final section; delete the rest. The variants state the authority, rights with specific names and deadlines set by law.
• Review. Ask counsel to review the adapted annex and its consistency with your privacy notice, contracts and automated decision review procedure. Do not promise rights or deadlines in the annex that the organization cannot meet.
• Approval and publication. Have it approved by legal or management, record the approval in "Version history," publish it where people will find it before interacting with the system (website, app, contract, employee portal) and keep previous versions.
• What gets published. Only the annex is published. The implementation aids are for internal use.

AI User Rights Notice

Field	Value
Controller	[LEGAL ENTITY NAME]
Contact to exercise rights	[PRIVACY EMAIL]
Contact for AI questions	[AI GOVERNANCE EMAIL]
Effective from	[DATE]
Version	[COMPLETE]

1. Purpose of this annex

1.1 This annex forms part of the [COMPLETE: terms and conditions, privacy notice, contract or internal policy] of [ORGANIZATION NAME] and explains how we use artificial intelligence systems in our products, services and processes, and what rights you have regarding them.

1.2 This annex supplements our privacy notice, available at [COMPLETE: link]. If there are differences, the provision more favorable to you applies.

1.3 Your rights regarding AI do not depend on your knowing this annex or on using any particular word or form.

2. Who it applies to

2.1 This annex applies to people who interact with our AI systems or whose data those systems process: customers, users, candidates, workers, individual vendors and anyone else affected by a decision in which an AI system was involved.