FREE TEMPLATE · EDITABLE WORD FILE
AI Use Policy Template for small businesses
Your team is probably already using ChatGPT, Copilot, Gemini or Claude. This free template gives you a short, plain-language policy that says which tools are OK, what data can go into them, and what to do when something goes wrong. Fill it in in about 30 minutes and roll it out in one 15-minute team meeting.
- ChatGPT
- Microsoft Copilot
- Gemini
- Claude
- AI note-takers
- Browser extensions
![First page of the AI Use Policy Template: [Company Name] AI Use Policy](/assets/policy/cover.jpg)
THE CORE IDEA
A traffic light for what goes into AI
Most AI mistakes at work come down to one question: what did someone paste in? The template answers it with three colors your team can remember. Before pasting anything, ask: would I be OK if this showed up on a stranger’s screen?
OK in any approved tool. Public information, general questions and how-tos, your own writing with names and details removed, brainstorming and first drafts.
Only in approved work accounts. Internal documents and processes, plans and pricing, client work with names and identifiers removed.
Never, in any AI tool. Passwords and API keys, customers’ personal data, health, financial or HR records, and anything marked confidential.
WHAT’S INSIDE
A complete policy you can adopt this week
Ten short sections, written so staff will actually read them. Fill in the highlighted fields and it’s ready to share.
Approved tools
A simple table of which AI tools are OK, which account to use, and what each one is approved for. Personal accounts aren’t approved for work.
The data traffic light
Green, yellow and red examples of what can and can’t go into AI, plus one rule: not sure? Treat it as red and ask.
Checking AI output
You own the result. Check facts, numbers, quotes and links, and keep a person in charge of decisions about people.
Accounts and MFA
Work accounts only, two-factor login on, no shared accounts, and access that ends when someone leaves.
AI agents, note-takers and extensions
Meeting bots, browser extensions, connectors to email or Drive, and agents that act for you need approval first, even when they’re free.
Requesting new tools
How staff ask for a new tool, and what gets checked before it’s approved.
Reporting mistakes
Pasted something red? Tell the policy owner fast. Honest reports aren’t punished, because the sooner you know, the easier it is to fix.
Plus a 10-second summary, an employee acknowledgment page, a version history, and an owner’s setup checklist for ChatGPT, Copilot, Gemini and Claude business accounts.
Get the free templateWHO IT’S FOR
Small businesses whose staff already use AI
- Your team uses ChatGPT, Copilot, Gemini or Claude, with or without a company account.
- You don’t have a security or legal team to write a policy from scratch.
- You handle client or customer data and want clear rules before something leaks.
- A client, partner or insurer has asked whether you have an AI policy.
FAQ
Questions about the template
Do I need an AI use policy?
If anyone on your team uses AI tools for work, yes. Without one, everyone decides for themselves what’s OK to paste into a chatbot, and client data or passwords can end up in a personal account you don’t control. A short written policy, plus the right settings on your work accounts, covers most of the risk.
Is this legal advice?
No. It’s practical guidance from a security professional, not legal advice. If you’re in a regulated industry like healthcare, finance or legal, or you handle EU personal data, have it reviewed against your obligations before you adopt it.
What format is the template?
An editable Word file (.docx). You fill in the highlighted fields, like your company name and policy owner, list the AI tools you’ve approved, and delete the instructions box before you share it.
Which AI tools does it cover?
Any tool your team uses. The examples and the owner’s setup checklist cover ChatGPT, Microsoft Copilot, Google Gemini and Claude. There’s also a section on AI note-takers, browser extensions and AI agents that can act for you.
How long does it take to roll out?
About 30 minutes to fill in, then one 15-minute team meeting to walk through the traffic light and collect signatures.
Is the template free?
Yes. Enter your email, tap the confirmation link we send you, and the Word file downloads. You’ll also get The PinSecurity Briefing, one short email a month with security and AI tips, and you can unsubscribe anytime.