How to Write an AI Use Policy for Your Employees
What an employee AI use policy should cover, from approved tools and data rules to review requirements, with a simple structure you can adapt.
An employee AI use policy tells your team which AI tools they may use, what information they may never share with them, when AI output must be reviewed by a person, and who to ask when something is unclear. A good policy is short enough that people actually read it, specific enough to answer everyday questions, and reviewed regularly as tools change. This article walks through the sections most businesses include. It is practical guidance, not legal advice; have your attorney review the final document, especially if you work in a regulated industry.
Why you need a policy now
Many employees are already using AI tools at work, sometimes on personal accounts the company does not manage. That is not necessarily a problem, but it creates real questions: Is client information being pasted into a free tool? Is anyone checking the accuracy of AI-drafted emails? Who owns the work product?
A written policy replaces guesswork with clear expectations. It protects your clients' data, protects your employees from unintentional mistakes, and gives you a foundation for adopting AI more deliberately.
The core sections of an AI use policy
1. Purpose and scope
State why the policy exists and who it applies to: employees, contractors, interns. Clarify that it covers AI tools used for any work purpose, on company or personal devices.
2. Approved tools
List the AI tools employees may use for work, and on which account type (for example, company-managed business accounts only). Explain how to request a new tool. A short approved list is easier to manage than a long list of banned ones.
3. Data rules
This is the most important section. Group information into simple categories:
| Category | Examples | Rule |
|---|---|---|
| Public | Published marketing content, public website text | May be used with approved tools |
| Internal | Internal procedures, non-sensitive drafts | Approved business accounts only |
| Confidential | Client records, financial data, contracts, employee files | Not to be entered unless the tool is specifically approved for it |
| Regulated | Health information, payment card data, government ID numbers | Never, unless a system has been formally set up and approved for that data |
Adjust the categories to match your business, and give concrete examples your team will recognize.
4. Human review requirements
Make it clear that a person is responsible for anything AI helps produce. Specify what must be reviewed before use, such as anything sent to a client, published publicly, used in a financial decision or included in a contract.
5. Accuracy and disclosure
Remind employees that AI tools can produce incorrect or invented information. Facts, figures, names and citations must be verified. Decide whether and when your business discloses AI assistance to clients, and state that rule.
6. Intellectual property and confidentiality
Address who owns work created with AI assistance and remind staff that confidentiality obligations to clients still apply. Your attorney should help with the wording here.
7. Security practices
Include basic expectations: use company accounts, enable multi-factor authentication, do not install unapproved browser extensions or plugins that connect to AI services, and report suspicious AI-generated messages, which are increasingly used in phishing.
8. Reporting and questions
Name a person or role employees can contact with questions or to report a mistake, such as sensitive data shared by accident. Make reporting easy and non-punitive, so problems surface quickly.
9. Review schedule
AI tools change quickly. Commit to reviewing the policy on a regular schedule and whenever you adopt a significant new tool.
Making the policy work in practice
A document alone does not change behavior. Three things help:
- Training. Walk employees through real examples of what is and is not allowed. Our AI training sessions cover safe use alongside practical skills, in English or Spanish.
- Good approved tools. If the approved option is clumsy, people will find workarounds. Provide tools that actually help.
- Technical controls. Where appropriate, use business accounts with admin controls, data retention settings and single sign-on so the policy is supported by configuration, not just trust.
Common gaps to avoid
- Policies that only list prohibitions and never say what is allowed.
- No examples, so employees cannot apply the rules to their actual work.
- No owner, so the policy goes out of date.
- Rules that conflict with client contracts or industry obligations you already have.
FAQ
Should we simply ban AI tools?
A total ban is hard to enforce and often pushes use onto personal accounts where you have no visibility. Many businesses find that approving specific tools with clear data rules gives them more control.
Does a small business really need a formal policy?
Even a one- or two-page policy helps. Smaller teams often handle sensitive client data with fewer formal controls, so clear rules are just as important.
Who should write the policy?
Usually a manager or owner drafts it with input from IT, then legal counsel reviews it. We can help with the technical sections, such as tool settings and data handling.
Get help putting it in place
A policy is easier to follow when the tools and settings behind it are configured correctly. Request a free IT assessment and we will review how your team uses AI today and help you put sensible controls in place.
