[Company name] AI Use Policy

Why we have this

AI tools can save us real time. They can also leak private information or state wrong facts with confidence. This policy tells everyone what’s allowed, so we get the benefit without the risk.

Approved tools

Use only these, signed in with your work account:

• [e.g. ChatGPT Team / Enterprise]
• [e.g. Microsoft 365 Copilot]
• [e.g. Claude Team]

Want to try a different tool? Ask [name] first. Free personal accounts are not approved for work information, because they may use what you type to train their models.

Never put these into any AI tool

• Customer or employee personal details: Social Security numbers, birth dates, home addresses, ID numbers
• Health or medical information about anyone
• Bank, card or account numbers, and payroll details
• Passwords, access codes or security keys
• Anything a client contract says is confidential

If you’re not sure, leave it out or ask [name].

Good uses

• First drafts of emails, letters, quotes, job posts and marketing copy
• Summarizing long documents you’re allowed to share
• Brainstorming, outlines, checklists and rewriting for clarity
• Formulas, spreadsheets and explaining how something works

A person checks everything before it goes out

AI output can be wrong, out of date or made up. Before anything AI helped write goes to a customer, is published, or is used for a decision about money, hiring or safety, the person sending it reads it, checks the facts and numbers, and takes responsibility for it.

Be honest about AI use

Don’t pass off AI output as research you did, or as a quote from a real person. If a customer asks whether AI was used, tell them.

If something goes wrong

If you put something on the “never” list into an AI tool, or AI-written content went out with a mistake, tell [name] the same day. No one gets in trouble for reporting quickly; we fix it together.