Writing an AI acceptable-use policy

Your employees are already using AI — surveys consistently show staff adopt these tools well ahead of any company guidance. The question isn't whether to allow it, but whether you'll set the rules before something goes wrong. A short, clear acceptable-use policy does exactly that. Here's what to include.

Why you need one

Without guidance, well-meaning employees make risky choices: pasting client data into free tools, sending AI-written content to customers unchecked, or relying on fabricated facts. A policy turns "everyone guessing" into "everyone knows the rules." It protects your business and your team.

What to include

1. Approved tools

List the specific AI tools employees may use for work, and make clear that free consumer versions are not approved for business data. Giving people good options is what makes the rest of the policy stick.

2. What data is off-limits

Spell it out plainly: no client personal information, financial records, passwords, trade secrets, or anything confidential goes into AI tools unless they're explicitly approved and secured. When in doubt, leave it out.

3. Human review

Require that anything customer-facing or consequential — proposals, advice, legal or financial content, public posts — is reviewed by a person before it goes out. AI drafts; humans approve.

4. Transparency and accuracy

Set expectations about disclosing AI use where appropriate, and make clear that employees are responsible for the accuracy of anything they produce with AI's help.

5. Who to ask

Give people a clear point of contact for "is this okay?" questions. Most mistakes happen when employees don't know who to ask, so they just guess.

Make it a living document

AI tools change fast. Revisit the policy every few months, update the approved-tools list, and fold in anything you've learned. Pair the policy with a brief training session so it's understood, not just filed away.

Need a starting point?

You don't have to write this from scratch. We help Utah businesses put practical AI policies in place — matched to your tools, your industry, and your compliance needs — and back them with the security to enforce them. Reach out and we'll help you get the ground rules right.