AI Use Policy Template: Build and Download Yours

Method

What the Template Covers

The sections

Purpose and scope: who and what the policy applies to.
Approved tools, and how a new tool gets approved.
Data rules: what never goes in, with your list.
Human review: where a person checks the output first.
Training, problem reporting, ownership and review cycle.

Before you adopt it

Have legal or compliance review it; this is not legal advice.
Check each approved tool's business terms on data retention and training.
Pair it with training: since 2 February 2025, Article 4 of the EU AI Act requires AI literacy for staff who use AI systems.
Tell every employee where the policy lives and who owns it.

FAQ

Questions About This Tool

Is this policy legal advice?

No. It is a starting point written in plain language. Have your legal or compliance team review it against your contracts, sector rules and the laws where you operate before you adopt it.

Does the EU AI Act require an AI policy?

The AI Act does not require a document called a policy, but Article 4 has required providers and deployers of AI systems to ensure sufficient AI literacy among their staff since 2 February 2025. A written policy plus training is the usual way to show that.

What should the policy cover at minimum?

Which tools are approved, which data must never go into them, where a person must review AI output before it is used, how to report a problem, and who owns the policy. The template covers each of these.

How often should we update it?

Whenever you approve a new tool or a new use, and at least on the review cycle you set in the template. AI tools change their terms and features often.

Keep going

Related Tools and Pages

ServiceEnterprise AI governanceThe controls behind the policy: access, guardrails, review and audit logs.ServiceCorporate AI trainingTraining that gives your team the AI literacy the policy asks for.TemplateAI Use-Case CanvasScope one process on a page before anyone builds it.

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AI Use Policy Template: Build Yours in Five Minutes