Free AI policy template for small businesses

Your staff are probably using AI already. This one-page policy tells them what’s fine and what isn’t. Copy it, edit it and use it.

Updated

Why bother with a policy?

Without one, each employee makes up their own rules. Someone will eventually paste a customer list or a contract into a free chatbot, with no idea that it might matter. A one-page policy takes about an hour to adapt and removes the guesswork.

How to use this template

  1. Copy the text below into your own document.
  2. Replace everything in [brackets].
  3. Ask your staff which tools they already use, then decide which to approve.
  4. Have an attorney look it over if you’re in a regulated field such as law, health care or finance.
  5. Review it every six months, since these tools change quickly.

The template

[Company name] AI Use Policy

Effective [date]. Owner: [name]. Questions go to the owner of this policy.

Why we have this policy

AI tools can save us time. They can also make mistakes and expose information. This policy explains how we use them responsibly.

Approved tools

Use only these tools for company work: [list tools and plans]. To request a new tool, ask [name]. Use your company account, not a personal one.

What you may do

  • Draft and edit emails, documents and marketing copy
  • Summarize public information or non-confidential documents
  • Brainstorm ideas and get help with spreadsheets

What you may not put into AI tools

Unless a tool is specifically approved for it, do not enter:

  • Customer names, contact details or records
  • Passwords, financial account details or Social Security numbers
  • Health information
  • Employee records
  • Contracts, pricing or other confidential business information

When unsure, remove identifying details or ask first.

A person stays responsible

  • AI can be wrong while sounding certain. Check facts, numbers, names and links before you use its output.
  • You are responsible for any work you send out, however it was produced.
  • A person must review anything sent to customers, unless [name] has approved a specific automation.

What AI must not decide alone

Do not rely on AI alone for hiring, firing, pay, credit, or legal, medical, financial or safety decisions.

Being honest with customers

Do not claim that AI-written reviews or testimonials came from real customers. If a customer asks whether they are dealing with an automated system, tell them the truth. Customers can always reach a person by [method].

If something goes wrong

If you think private information went into the wrong tool, or an AI error reached a customer, tell [name] right away. Reporting a mistake quickly will not be held against you.

Changes

We review this policy every six months. Last reviewed: [date].

This is a starting point, not legal advice. Your industry or contracts may require more. See Texas AI rules for small businesses for some of the laws to consider.

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