Free AI policy template
AI policy template for small businesses. Decide how your staff use AI, in writing.
A free AI acceptable use policy template in Word and PDF. It tells your staff which AI tools they can use, what information can go into them and who checks the output. Every hard choice comes with the options and their trade-offs, so you decide what fits your business.
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17 decisionsEach with the options and trade-offs- 21 sectionsPlus a one-page summary for staff
- Word and PDFEdit the Word file, share the PDF
What’s inside
What the AI policy template covers.
Decision guides: for each hard choice, the options, the policy wording for each one and what each one costs you
Approved AI tools, how a new tool gets approved, and which accounts to use
Four information levels, from public to restricted, and which tools each level may go into
Meeting recorders, note-takers, browser extensions and AI built into tools you already use
Connecting AI to company systems, and AI agents
Checking AI output, and telling clients when AI was used
Reporting mistakes, training, monitoring and policy review
A one-page summary for staff, a new tool request form and an employee acknowledgement page
If you handle client, patient or financial records, rules you already follow (HIPAA, the FTC Safeguards Rule, your cyber insurance application) already expect you to control where that data goes. An AI tool is one more place it can go. A written policy is the first control; the settings in Microsoft 365 and your other tools back it up.
Free template
Get the AI policy template by email
Fill in the form and we email you two links: the Word file you edit and a PDF copy of the same template.
We email it to you. See our privacy policy.
Questions about the template
Is the AI policy template free?
Yes. Fill in the form and we email you the links. Every email we send has an unsubscribe link.
What format is it in?
A Word file (.docx) you edit, and a PDF of the same template for reading or sharing before you start. The PDF is 25 pages, including the instructions and a decision checklist you delete before you publish the policy.
Do I need a lawyer to review it?
Yes. The template is general information, not legal advice. Have an attorney check it against the laws that apply to your business, and have whoever manages your employee policies check it against your handbook, before you adopt it.
We handle patient or client records. Does the template cover that?
It puts health information, payment card and bank details, passwords and privileged legal material in the Restricted level, and you decide whether Restricted information may go into any AI tool. If you’re covered by HIPAA, a vendor that stores or processes patient data for you is a business associate, and HHS guidance requires a business associate agreement before you use it. That includes AI tools.
Can Wahaya IT set up the settings that enforce the policy?
Yes. We write AI use policies for our clients and set up the settings that hold them in Microsoft 365 and their other tools, such as who can approve new apps and which browser extensions can be installed. Book an intro call and we’ll go through yours.
Want it enforced, too? We set up the settings that hold your policy.
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15 minutesTell us which AI tools your staff already use.
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We’ll tell you which settings in Microsoft 365 and your other tools would back up your policy.
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If we’re not the right fit, we’ll say so.
15 minutes
