AI use policy for [Business name]
Policy owner: [Name, role] · Last reviewed: [Date]
1. Why we have this policy
We want everyone to use AI tools to save time and do better work, while keeping client and business information safe. This policy sets out simple rules for doing that.
It covers everyone who works with us, including contractors. It applies to any AI tool, including AI features built into software we already use.
2. Who’s responsible
[Name, role] owns this policy and decides which AI tools we use. If you’re unsure about anything here, ask them before you go ahead.
3. Tools you can use
Only use these tools, signed in with your work account: [for example, Claude Team, ChatGPT Business or Microsoft 365 Copilot].
Don’t use personal or free accounts for work. If you’d like to try a new tool, ask [Name] first.
4. What to use AI for
Good uses include:
- First drafts of emails, letters, proposals and documents
- Summarising long documents, meeting notes and email threads
- Research and preparing for meetings
- Turning notes into checklists, templates and instructions
Check with [Name] first before using AI for anything a client will rely on as advice, anything about hiring, pay or performance, or anything published under our name.
Don’t use AI to make final decisions about people, or to produce anything you can’t check yourself.
5. What you can and can’t put in
Never put any of the following into a tool that isn’t on our approved list:
- Client names, contact details or other personal information
- Health, financial or other sensitive information
- Passwords, account details or access codes
- Anything a client has asked us to keep confidential
Even in approved tools, only include what the task needs, and remove names and identifying details where you can.
6. Check everything before it goes out
AI can sound confident and still be wrong. Before you send, publish or rely on anything AI helped with, check the facts, figures, names, dates and tone.
You’re responsible for the final version, not the tool.
7. Being open about AI
If a client asks how we use AI, tell them. If a message or chat a client sees has been written by AI without anyone reviewing it, say so.
We keep our privacy policy up to date with how we use AI.
8. Adding a new tool or a new use
Before we start using a new tool, or using AI for a new kind of task, [Name] checks:
- Where our data is stored, and whether the provider uses it to train its models
- Whether personal or sensitive information is involved
- Who in the team will have access, and what they’ll use it for
We keep a simple list of the AI tools we use and what we use each one for.
9. If something goes wrong
If you put something into a tool by mistake, or something AI helped with goes out wrong, tell [Name] straight away. We’d much rather know early.
If personal information is involved, we’ll check whether anyone needs to be told.
10. Training and review
Everyone gets a short walkthrough of this policy and our tools when they start.
We review this policy every [12] months, or sooner if something goes wrong, our tools change or the law changes.
