The AI Acceptable-Use Policy your team can actually follow.
Your staff are already using ChatGPT, Copilot, and Gemini at work. This free, fillable policy sets the rules — which tools are approved, what data may never go into them, and how to request new ones — with an employee sign-off page.
What's inside
Eight sections — adopt it in an afternoon.
Plain-English and ready to adapt. Fill in your approved tools, circulate it, collect the acknowledgments, and you have a defensible AI governance baseline — without a 40-page policy nobody reads.
- 1Purpose & scope (who and what it covers)
- 2Approved AI tools list (fill in your own)
- 3Data that must NEVER go into public AI
- 4Human-review & accuracy requirements
- 5Disclosure & attribution rules
- 6Prohibited uses
- 7Shadow-AI & new-tool request process
- 8Employee acknowledgment & sign-off
The policy is a printable web document. Use your browser's Print → Save as PDF to keep an offline copy.
Why this matters
The question isn't whether your team uses AI — it's whether there are rules.
Shadow AI is already in your business
Staff are pasting client data, code, and contracts into public AI tools right now. A clear policy is the cheapest control you can deploy.
Auditors & insurers are asking
Cyber-insurance and compliance questionnaires increasingly ask whether you govern AI use. A written, acknowledged policy is the answer.
It protects confidential data
The core risk is simple: sensitive data entered into a public model can leak or be retained. This policy draws the line clearly for staff.