AI policy template: what to include, by region
An AI policy sets the rules for how people in your organisation use AI tools. Here's what a complete one covers, how AI is regulated where you are, and a free template to start from.
Choose your region
What a complete AI policy covers
Purpose and scope
Why the policy exists and who it applies to: staff, contractors, any device used for work.
Approved tools
Which AI tools are approved, what each may be used for, and who owns each one.
Data rules
What information may go into each tool, what never may, and what must be removed first.
What isn't allowed
Uses that are off limits, with examples from your own work.
Checking AI output
Who checks AI output before it's used, and how much, scaled to the risk.
Transparency
When customers, staff or others are told that AI was used.
Incidents
How to report a mistake or misuse, to whom, and how quickly.
Training and review
Training before first use, a signed acknowledgement, and when the policy is reviewed.
Start with a free AI policy
Answer a few questions and get a short AI use policy for your organisation, free to copy or download as a Word document. No account needed.
Need more than a policy?
The AI Policy & Risk Pack is written from your answers about how your organisation uses AI, for Australia, the UK, the EU or the US. Preview every section free before you pay. It's a starting point to review and adopt, not legal advice.
- AI Acceptable Use Policy
- AI Risk Checklist
- AI Risk Register
- Transparency & Disclosure Notices
- Rollout Plan and Adoption Guide
- AI Tool Inventory
- Staff Acknowledgement Form
- Management Summary
Questions
What is an AI policy?
A document that sets the rules for how people in an organisation use AI tools: which tools are approved, what they may be used for, what information must never be entered, who checks AI output, and how to report problems.
Who needs an AI policy?
Any organisation whose staff use AI tools at work, including general tools like ChatGPT or AI features built into software it already uses. Smaller organisations need a shorter policy, not none.
Is a template enough?
A template is a good starting point. It works best once it names your actual tools, your data and who is responsible, and once staff have read and signed it. It isn't legal advice.
Keep up with the rules in the AI regulations tracker.