The AI Use Policy

Set clear rules for how your team can use artificial intelligence safely at work.

If your employees or contractors use tools like ChatGPT or writing helpers, they are making daily choices about your company data. Without a clear policy, team members might accidentally paste sensitive client lists, private financials, or proprietary project notes into public tools that save and learn from your inputs.

The AI Use Policy gives your business a straightforward, ready-to-customize rulebook. It replaces confusing legal talk with clear guidelines that protect your clients, your team, and your corporate reputation.

What is inside this policy?

• Purpose & Scope: Clear ground rules on who the policy applies to and why safe AI use matters for your day-to-day work.
• Approved vs. Unapproved Tools: Explicit directions on which software your team is allowed to use and how to ask permission before adding new apps.
• Data Classification Rules: A simple three-tier system showing exactly what data can be safely shared, what requires management review, and what is strictly forbidden.
• Acceptable & Prohibited Uses: Practical guidance on smart ways to use AI for drafting and brainstorming, alongside banned actions like entering client secrets or generating unverified legal text.
• Human Review Mandate: Requires a human staff member to check and verify all AI-created work before it goes out to clients or the public.
• Discipline & Sign-Off: Clear steps for rule violations, complete with a ready-to-use Employee Acknowledgment Sign-off page for your personnel files.

Why use this policy?

• Zero Complex Words: Written in basic, friendly English so every staff member can read, understand, and follow it immediately.
• Ready to Customize: Built as a fill-in-the-blank template so you can quickly add your business name and specific rules.
• Backed by Real Standards: Built using structural principles consistent with the NIST AI Risk Management Framework (AI RMF 1.0).

Frequently Asked Questions

• Who needs to sign this policy? Every employee, contractor, and freelancer who uses company computers or handles business data should read and sign the acknowledgment sheet.
• How often should we update this policy? We recommend reviewing your policy every six months or whenever your business adds major new AI software to your daily stack.