AI acceptable-use policy builder

Answer a few questions, get a clear AI policy your team can actually follow.

Your team is already using AI, whether or not anyone said they could. A short, clear policy tells people what is fine, what needs approval and what is off limits, before a customer's data ends up somewhere it should not.

Why use it

It closes the most common gap: staff pasting confidential or personal data into free AI tools.
It gives people confidence to use AI well, instead of guessing or hiding it.
It shows customers, partners and regulators that you take AI seriously, in plain English rather than legalese.

How it works

Enter your organisation's name and who owns the policy.
List the AI tools you have approved.
Choose your rules on data, human review, disclosure and personal accounts.
Read the draft, edit anything that does not fit, then download it and share it with your team.

Good to know

The EU AI Act, the world's first broad AI law, entered into force on 1 August 2024. Its rules apply in stages, starting with bans on certain practices from 2 February 2025.
ISO/IEC 42001, published in December 2023, is the first international standard for an AI management system. A written AI policy is one of its building blocks.
A policy nobody reads protects nobody. Walk your team through it in 15 minutes and ask them which tools they really use: you will learn a lot.

Questions

Do small businesses really need an AI policy?

If anyone on your team uses AI for work, yes. The biggest risks, such as leaking customer data or sending out confident nonsense, are the same for a five-person firm as for a bank. A short policy is enough to start.

Is this policy enough to comply with the EU AI Act or data protection law?

No single document makes you compliant. This policy covers sensible everyday rules. If you build or use AI in high-risk areas such as hiring or credit, or serve customers in the EU, you will need more, and legal advice.

Can I edit the policy after it is generated?

Yes. Every section can be changed, and you should adjust it to fit how your organisation really works.

Is my information saved?

Only on your own device, so your answers are there next time. Nothing you type is sent to us.

Please note

Provided free, as is, for general information. It is not legal, regulatory, compliance or professional advice, and it does not create a lawyer-client or adviser relationship. This builder produces a general starting draft that may not suit your organisation, sector or country. You are responsible for checking it against the laws that apply to you, including data protection, employment and any AI-specific rules, and for having it reviewed by a qualified adviser before you rely on it. Do not use it to create false or misleading documents.