One-page AI policy template
A starting point, not legal advice. Have your attorney review it, especially if you handle health, financial or children's data.
AI use policy for [BUSINESS NAME]
Why we have these
We're [NUMBER] people at [BUSINESS NAME]. These rules keep AI useful without putting customer or company data in the wrong place.
Tools we use
Approved tools for work: [APPROVED TOOLS]. Don't use a personal AI account for work. Use a company account that we can add or remove. New tools go through [WHO APPROVES].
Never put this into AI
Do not paste or upload:
- Customer personal info
- Card numbers
- Social Security numbers or tax IDs
- Health info
- HR records
- Passwords
- Client confidential documents
- Unreleased financials
- [ANYTHING ELSE YOUR BUSINESS ADDS]
OK with care
These are fine if they stay off the never list: [WORK THAT IS OK WITH CARE].
A person checks before it goes out
A person reads anything that goes to a customer, a vendor, or into the books before it is sent or filed.
Telling customers
If a customer asks whether AI helped, tell them the truth.
Meetings and recordings
AI notetakers and recorders are fine when everyone on the call is told.
New tools
[WHO APPROVES] approves new AI tools before anyone pays or pastes work into them.
Questions
Questions go to [WHO ANSWERS]. We review this page every [6 OR 12] months.
Not legal, tax or accounting advice. Back to the 7-step guide →