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AI use policy: a one-page template

A clear, one-page policy your staff will actually read: which AI tools are approved, what must never go into them, who checks the output, and what to do when something goes wrong.

What's inside

  • Approved tools, in a table you fill in with your own tools and owners
  • What must never be entered into an AI tool, in plain language
  • Four responsibilities: check the output, a person decides, be open about AI use, respect copyright
  • Uses that need approval first, and how to report a problem without fear of blame
  • A short section on training and AI literacy, with a reference to Article 4 of the EU AI Act

Who it is for

  • Small and mid-sized organisations that need a first AI policy quickly
  • HR, IT, compliance and data protection teams who want a plain-language starting point

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A template, not legal advice

This template gives you a sensible structure and plain wording. It does not make your organisation compliant on its own. Adapt it to your tools, your data and your sector, and check it with your data protection officer or legal adviser. Last checked: November 2026.