[Company name]: AI acceptable use policy
1. Purpose
AI tools can save us time, but used carelessly they can expose confidential information, produce wrong answers and damage our clients’ trust. This policy sets out how everyone at [Company name] may use AI tools at work.
2. Who this policy applies to
Everyone who works for or with [Company name], including employees, contractors and temporary staff, whenever they use AI for work, on any device.
3. Approved AI tools
Only use the AI tools listed here for work, and only through your work account:
- [Tool, e.g. Microsoft 365 Copilot, signed in with your work account]
- [Tool, e.g. ChatGPT Business, through the company workspace]
Ask [Name or role] before using any other AI tool, including browser extensions, meeting note-takers and AI features in other software.
4. What you may use AI for
You may use approved tools to help with tasks such as drafting and editing text, summarising documents, research, brainstorming and analysing information, as long as you follow the rest of this policy. [Add or remove examples to suit your business.]
5. Information you must protect
Never put the following into an AI tool that isn’t on the approved list:
- Personal information about clients, customers, staff or anyone else
- Confidential client or customer information
- Financial information, contracts and pricing
- Passwords, security details and access codes
- Anything else marked confidential or commercially sensitive
[Approved tools may be used with: e.g. internal documents and client information, but never special category data such as health records.]
6. Checking what AI produces
AI can be confidently wrong. You are responsible for anything you produce with AI, just as if you had written it yourself. Check facts, figures, names, dates and references before you rely on them or send them to anyone, and never send AI output to a client unchecked.
7. Being open about AI
Don’t present AI output as someone’s personal advice or judgement if it isn’t. [Tell clients when AI has been used in work for them, where they would expect to know.] Any AI that talks to customers directly, such as a chat assistant, must say that it is AI.
8. Accounts and security
Use your work account for approved tools, never a personal one, and protect it with multi-factor authentication. Don’t connect AI tools to company email, files or systems, or install AI add-ons, without approval from [Name or role].
9. Copyright and ownership
Don’t put other people’s copyrighted material into AI tools beyond what you’d normally be allowed to use. AI output can resemble existing work, so check anything you plan to publish.
10. Mistakes and concerns
If you put information into the wrong tool, or AI produces something that worries you, tell [Name or role] straight away. Reporting it quickly matters more than the mistake.
11. Training and review
Everyone will be shown how to use the approved tools safely. This policy was last reviewed on [date] and will be reviewed at least every [six] months, or sooner when our tools change.
Signed: ______________________ Name: ______________________ Date: __________
