Purpose and Scope
Who the policy applies to, why it exists, and when it gets reviewed.
Free Resource · No Email Required
Your AI policy doesn't have to
start from scratch.
A template your team can actually follow. Covers approved tools, prohibited uses, data handling, and what happens when something goes wrong. Download free, adapt it in a working session, and have a policy ready to sign.
What's Inside
Built to be edited, not just filed.
Most AI policy templates read like legal documents written for someone else's organization. This one is written plainly, structured logically, and marked with green placeholders wherever your team needs to fill in specifics. Take it from draft to adopted in a single working session.
Seven sections cover every dimension of responsible AI use, from what's approved to what happens when something goes wrong. The acknowledgment section at the end gives you a sign-off page ready for HR files.
Seven Sections
01
02
Approved Tools and Use Cases
An editable tools table, general approved uses, and use cases that need additional sign-off.
03
Prohibited Uses
Four categories: data and privacy, content and communication, security and compliance, legal and ethical.
04
Data Handling and Privacy
A four-tier data classification framework and key handling rules for AI tool inputs.
05
Employee Responsibilities
Separate guidance for all staff, people managers, and IT and security teams.
06
Oversight and Review Process
Policy ownership, review triggers, how to request new tool approvals, and incident response.
07
Acknowledgment and Sign-Off
A signature block and policy version table ready for HR files.
A Sample of What's Inside
What the policy actually covers.
Specific guidance in plain language your team can actually follow.
Approved Uses
What your team can do today
✓ Draft, edit, and improve written communications
✓ Summarize research and publicly available information
✓ Generate and review code
✓ Brainstorm and run scenario planning sessions
✓ Automate repetitive tasks that don't involve sensitive data
Prohibited Uses
What requires a hard stop
✕ Inputting personal data into any non-approved AI tool
✕ Generating content designed to deceive or impersonate
✕ Using personal accounts for work AI tasks
✕ Making final HR decisions without human review
✕ Sharing proprietary code with external AI tools without IT approval
Data Classification
Four tiers, clearly defined
→ Public: approved tools, no restrictions
→ Internal: approved tools, no client data
→ Confidential: IT approval required
→ Restricted: dedicated secure system only
Take the template with you. Free.
No form. No email. A 12-page PDF your team can open, customize, and adopt. Green placeholder text shows exactly what needs to be tailored for your organization.
12 pages
7 policy sections
Editable placeholders marked
Sign-off page included
Download the Template (PDF) →
Free to use and adapt. No attribution required.
After the Policy
A policy is a starting point, not a finish line.
Having a written policy is necessary. Building the AI capability, readiness, and culture to back it up is the harder work. These resources address what comes before and after governance.
Browse All Resources
Assessment · Free · Interactive
AI Readiness Assessment
Before the policy comes the baseline. Find out where your organization actually stands across strategy, data, workforce, governance, and use case readiness.
Framework · Interactive Tool
Use Case Scoring Template
Once governance is in place, the next question is where to start. The scoring template helps you prioritize AI opportunities by value, feasibility, and risk.
Workshop · Team Session
AI Foundations Workshop
A shared policy lands better when the whole team understands AI. The Foundations Workshop builds that shared vocabulary fast.
A policy is only as strong as what's behind it
The policy is written. Now what?
The document is the easy part. We can help your team build the culture and capability behind it.
Book a Strategy Call