You are probably already using AI in your business. For text, emails, invoices, customer questions or analysis. The transparency rules of the EU AI Act have applied since 2 August 2026. The part on high-risk AI has been postponed to 2 December 2027 (European Commission 2026). The law applies not only to those who build AI, but also to those who use AI professionally.
Many self-employed and entrepreneurs still think of AI as standalone tools like ChatGPT, Claude, Gemini, Copilot or Canva AI. In practice, AI is now often hidden in software you use every day: Outlook, your CRM, accounting software, video meetings, website tools, marketing platforms, project management.
Integrations count too. The moment you connect Gmail, Google Drive, Notion, Slack or your company documents to ChatGPT, Claude or an AI agent, you are in practice using an AI system. That is exactly why an inventory matters so much: you map not only the tools you deliberately chose, but also the AI that is already woven into your daily operations.
The better question: what are we using AI for, with which data, and with what impact on people?
The EU AI Act classifies AI systems by risk. You look not only at the tool, but above all at how it is used.
Most everyday AI use: text, ideas, emails, summarising meetings, recognising invoices. The impact stays low as long as AI supports and does not decide.
Situations where people need to know they are dealing with AI: a chatbot on your website, AI-generated images, automated customer communication.
Applications that affect decisions about people: AI that screens applicants, evaluates employees, scores customers or helps assess creditworthiness. Here, "we use a well-known tool" is not enough.
Manipulative AI, social scoring or applications that exploit vulnerable groups are not allowed. The first prohibited practices have applied since February 2025.
Do you use AI in your business? Then you take measures that support your team's AI knowledge. Since the omnibus of July 2026, the law no longer asks for a fixed 'sufficient level'. The duty itself remains.
Map three things per tool. That is all you need to get started.
Which AI you use, what for, and who works with it.
What information goes in, and whether it supports decisions about people.
Who checks the output, who is responsible, and whether your client needs to know.
The worksheet below sets this up for you, based on guidance from FOD Economie (Belgian Federal Public Service Economy).
Based on the European AI law, translated into a workable document you can use to map your AI use in a team meeting. No obligation.
For each tool, fill in the purpose, data, risk, transparency and oversight. Ready for your team.
Download ExcelThe background and approach in PDF. Ideal to go through with your team.
Download PDFBased on Regulation (EU) 2024/1689. This is a practical tool, not legal advice.
Leave your details and you can download the worksheet and the guide straight away.
That is all the EU AI Act asks of you. In AI Zero to Hero you learn to apply it straight to your own business.
The regulation entered into force on 1 August 2024. The prohibited practices and the rule on AI literacy have applied since 2 February 2025. The transparency rules have applied since 2 August 2026. For high-risk AI, such as screening job applicants or assessing creditworthiness, the Digital Omnibus of July 2026 moved the date to 2 December 2027.
Sources: European Commission, AI Act timeline 2026 · European Commission, AI Literacy Q&A 2026 · European Commission, transparency rules 2026
Most likely yes. The law applies not only to those who build AI, but also to those who use AI professionally. AI is often hidden in software you use daily: Outlook, your CRM, accounting software, marketing platforms.
Do not start with a large compliance project, but with an AI inventory. Map per tool: purpose, user, data, risk, transparency, oversight and owner.
No. This is a practical tool to map your AI use, in line with Regulation (EU) 2024/1689. For your specific situation you can always book a conversation.