AI acceptable use policy template (draft)

A one-page starting point for teams of 2–50 people. Copy it, edit the bracketed parts, and have your advisor review it. This is not legal advice.

Effective [date] · Owner: [name]

Purpose. AI tools can save time. This policy keeps customer, employee and company data safe while we use them.
Approved tools. Only use AI tools on the approved list: [e.g. ChatGPT Business, Microsoft 365 Copilot]. Ask [owner] before adding a new one.
Use business accounts only. Don't use personal or free AI accounts for company work. Personal plans may train on what you type.
Never enter passwords, payment card numbers, government ID numbers, health information, or confidential client data, unless the tool is approved for that data in writing.
Check the output. A person reviews AI output for accuracy before it reaches a customer, is published, or is used for a decision about a person.
Be open. Tell customers when they are dealing with an AI system (for example a chatbot or phone assistant) where the law or our values require it.
Connected apps. Don't connect AI tools to email, files or customer systems without approval from [owner].
Report problems. Report any accidental data sharing or harmful output to [owner] the same day.
Review. We review this policy and the approved-tools list every [6] months.

Employee acknowledgment: ____________________ Date: ________