Why you need one
Without guidelines, people either avoid AI out of caution or use it in ways that put customer data at risk. A one-page policy solves both problems.
What to include
Which AI tools are approved, and which accounts to use.
What information must never be pasted into AI tools, such as customer personal data or confidential financials, unless the tool is approved for it.
When AI output must be reviewed by a person before it is used.
How to disclose AI use to customers when it matters.
Who to ask when something is unclear.
Keep it short and practical
A good policy fits on one page and uses examples. “Do not paste client tax returns into personal AI accounts” is clearer than a paragraph about data classification.
Pair it with training
A policy tells people what not to do. Training shows them what they can do. Teams that get both use AI far more, and far more safely.
Review it regularly
AI tools change quickly. Revisit the policy a few times a year and update the approved tools list.
Related: AI coaching and team training and AI consulting.