AI Usage Policy Template

What is this AI usage policy template?

The basics: This AI usage policy template is an internal business policy that sets out guidelines and principles for the use of generative artificial intelligence (AI) tools within your business. It ensures that when your team uses tools like ChatGPT, Claude, or Midjourney, they do so in a way that is secure, ethical and legally compliant. The goal of an AI usage policy is to promote innovation while protecting your company’s intellectual property, data privacy, and professional reputation.

Why does my business need an AI usage policy?

Protect intellectual property: AI-generated outputs often sit in a legal "grey area" regarding copyright. A well-drafted policy ensures that your team understands how to maintain human oversight, which is often essential for your business to claim ownership of the work produced.

Ensure data security: Inputting sensitive client data or proprietary company information into public AI models can lead to data breaches or loss of confidentiality. An AI policy sets clear "guardrails" on what information can and cannot be shared with AI tools.

Maintain accuracy and trust: AI can "hallucinate" or provide biased information. By setting standards for fact-checking and human verification, you protect your brand reputation and ensure the quality of the advice or content you provide to customers.

Competitive advantage: Modern clients often ask how their data is handled and whether AI is used in their deliverables. Having a formal policy demonstrates that your SME is tech-forward but responsible, giving you a professional edge during the procurement or tendering process.

What does this AI usage policy template include?

Key provisions: Docue’s AI usage policy template includes the option to include the following sections:

• Background - Sets out the purpose of the policy and who it applies to (e.g., employees, freelancers, and contractors).

• Approved Tools - A section to list which AI platforms are permitted for business use and which are prohibited.

• Data Privacy & Confidentiality - Sets strict rules on what type of company and client data is "off-limits" for AI prompts to prevent data leaks.

• IP Ownership & Human Oversight - Outlines the requirement for human review to ensure the business retains intellectual property rights over its work product.

• Roles and responsibilities - Defines who is responsible for updating the policy as technology evolves and who to contact with technical or legal queries.

How can Docue help?

Dynamic template: To create your AI usage policy template with confidence and speed, simply click through the intelligent tick-box options and text-box answers in Docue's template. You’ll have a ready-to-use policy in no time. The template includes model content designed by lawyers to help you tailor the policy to your specific tech stack and risk appetite.

Tags: AI usage policy, AI policy template, acceptable use policy, artificial intelligence guidelines, generative AI policy, tech compliance template, SME AI policy