AI Tool Use Policy Template

This template is designed for small and mid-sized businesses (SMBs) adopting AI productivity tools such as Microsoft Copilot, ChatGPT, or similar systems. Use it to set responsible, practical guidelines that balance innovation with compliance.

📄 Policy Sections

• Purpose: To define acceptable use of AI tools in the workplace
• Scope: Applies to all staff, contractors, and partners using company devices or networks
• Approved Tools: List the AI platforms sanctioned for use
• Prohibited Activities: Uploading confidential data to public tools, generating offensive or biased content, relying on AI for legal/financial decisions without human review
• Disclosure: Staff must indicate when content is AI-generated (e.g., client emails)
• Data Use: AI tools may not be used with customer, financial, or sensitive HR data unless encrypted and approved
• Monitoring: All usage may be logged for audit and security review
• Training: Staff must complete basic awareness before access is granted

📌 Implementation Tips

• Use templates for consistent application across departments
• Include links to vendor privacy statements
• Review policies quarterly as tools evolve
• Ensure alignment with broader IT Acceptable Use Policies (AUPs)