AI Policy & Staff Guide for Small Businesses: editable policy + staff guide + AI tools register
Your team is probably already using ChatGPT, Copilot or Gemini, at work or on their phones. This kit gives UK small businesses with 1 to 20 staff simple, sensible rules for using AI safely, without needing an IT or legal team.
Fill in the editable AI Use Policy in Word or Google Docs: replace the [square brackets]. It covers approved tools, what must never go into AI (customer data, passwords, bank details, confidential information), business accounts and privacy settings, checking AI output, copyright, UK GDPR in plain English, deepfake and fake-invoice scams, and reporting mistakes.
The staff guide adds a printable Do's and Don'ts sheet, a 15-point data-privacy checklist, 10 everyday prompts shown in a "safe" and a "risky" version, a "spot an AI scam" page, a sign-off sheet and links to free official guidance. The spreadsheet keeps your AI tools, staff training and incidents in one place, with automatic review reminders.
Set it all up in 30 to 60 minutes. Written in plain English by Hampstead IT, a West Hampstead IT and web service for London small businesses.
What's included:
- AI Use Policy Template (Word .docx, opens in Google Docs, 7 pages): 15 fill-in-the-blanks sections, guidance notes, a sign-off page and a new-tool request form
- AI Policy Staff Guide (PDF, 10 pages): setup steps, staff Do's and Don'ts, "what can I put into AI?" page, 15-point data-privacy checklist, 10 safe vs risky prompt examples, "spot an AI scam" page, staff sign-off sheet and free official resources
- AI Tools Register (Excel .xlsx, works in Google Sheets): tools register with review reminders, staff sign-off with 12-month refresh dates, and an incident log
- Instant download. Print it or fill it in on screen.
A practical starting template, not legal advice. Check it fits your business. This kit is independent and is not endorsed by the ICO, the NCSC, the government or any AI provider. Official guidance links were checked in November 2026.