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Free template · Safety and data

AI usage policy template.

A ready-to-adapt, two-page policy for small businesses. It tells your team which AI tools they can use, what must never go into them and who checks the output. Fill in the brackets and it's ready to share.

  • 10 sections, plain English
  • Three-tier data rules
  • Works with any AI tool
  • Sign-off sheet for staff

Free download

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What's inside

Everything a short policy needs to cover.

It follows the structure in our guide to writing an AI usage policy, ready to fill in rather than write from scratch.

  1. 01Purpose… uses AI tools to help our team work faster and better: drafting, summarising, research, analysis and …. This policy explains which tools you may use, what information may go into them and how we check the results, so we get the benefits while protecting our clients, our people and our business.
  2. 02Approved toolsYou may use the following AI tools for work, through the company accounts we provide:
  3. 03What information you may useBefore you enter anything into an AI tool, check which of these three categories it falls into:
  4. 04A person checks before anything is usedAI output is a draft, not a finished product. A person must review anything produced with AI before it is sent to a client or customer, published, used to make a decision about someone or used to take any action, such as sending, posting or paying. The person who uses the output is responsible for it.
  5. 05AccuracyAI tools can be wrong, and can state things confidently that are not true. Check facts, figures, names, dates, quotes and references against a reliable source before you rely on them. Do not cite a source an AI tool gives you without opening it and confirming it says what you need.
  6. 06Being open about AI use… Never present AI-generated content as someone's personal opinion, testimony or professional judgement unless they have reviewed it and agree with it.
  7. 07Access and accounts… manages our AI tools, including who has access and how they are set up. Access is given when someone joins, reviewed when they change role and removed when they leave. Do not share your login or let others use your account.
  8. 08TrainingEveryone completes … before using AI tools for work. It covers how to get good results, the information rules in this policy and how to check output. …
  9. 09Questions and incidentsIf you are unsure whether something is allowed, ask … before going ahead.
  10. 10ReviewA short table to fill in.
  11. 11ConfirmationI have read and understood this AI usage policy and agree to follow it.

How to use it

Ready in an afternoon.

  1. 1Replace everything in [square brackets] with your own details, and delete anything that does not apply.
  2. 2Keep it to one or two pages. A short policy people remember beats a long one nobody reads.
  3. 3Walk your team through it in a short session with real examples, and ask everyone to confirm they have read it.
  4. 4Review it after three months, then at least once a year, or whenever your tools change.
  5. 5This template is general information, not legal advice. If you work in a regulated sector or handle sensitive data, have it reviewed by someone who knows your obligations.

Questions

Good questions.

Something else on your mind? Ask us directly.

Is the AI usage policy template really free?

Yes. Enter your name and email and we send you a link to the full template, which you can print, save as a PDF or copy into your own document. We let our team know you downloaded it, but we do not add you to a mailing list.

Does the template work with Claude, ChatGPT and Copilot?

Yes. It is tool-neutral: you list whichever AI tools and business plans you approve. The data rules, review and training sections apply whichever tools you use.

Is this legal advice?

No. It is a practical starting point written in plain English. If you work in a regulated sector or handle sensitive personal data, have your finished policy reviewed by someone who knows your obligations.

Want your team trained on it? See Claude training

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