Free editable template
Free AI policy template (Word)
For business owners, HR, legal and security teams that need a practical staff-use policy. This is an editable Word document, not a locked PDF, so you can adapt it in about an hour.
Download the free template (.docx)What's inside
- Purpose
- Scope
- Approved tools
- Data classes: Public, Internal, Confidential and Restricted
- Five rules for AI output
- Prohibited uses
- AI agents
- Laws and frameworks
- Reporting
- Breaches
- Acknowledgement
How to roll it out in a week
- Fill the highlighted organization, owner and review fields.
- List the AI tools staff may use and the data each may receive.
- Ask legal or HR to review the adapted policy.
- Have staff read and sign the acknowledgement.
- Review the policy in six months.
Common questions
- How do you write an AI policy?
- Name an owner, define who and what the policy covers, list approved tools, classify data, set human-review rules, prohibit unsafe uses, and explain how staff report problems. Then have legal or HR adapt it to your organization and jurisdiction.
- What should an AI policy include?
- It should cover scope, approved tools, data classes, rules for reviewing AI output, prohibited uses, AI agents, applicable laws and frameworks, incident reporting, breaches, and staff acknowledgement.
- Does my company need an AI policy?
- If staff or contractors use AI for work, a short policy creates a shared rule for tools, data and review. It is especially useful before customer, regulator or insurer questions arrive.
- Is this the same as an AI governance policy?
- No. This covers staff use; governance also covers inventory, risk assessment and approvals, which the toolkit adds.