AI Use Policy Template for Your Employees

Important note: This text is a starting template, not legal advice. Every company has different customer contracts, different data and different tools. Before you roll it out, adapt it and go through it with the people who are responsible for your data and contracts. For any disputed points, consult a lawyer. Rules on data protection, confidentiality and AI labeling differ from country to country, so check what applies where you operate.

Below is a text you can print and hand to your employees. Fill in the square brackets.

AI Use Policy at [company name]

Effective from [date]. It applies to everyone who works for the company, including temps, interns and contractors.

1. Which tools you may use

• Approved tools: [list, e.g. a company account for a specific AI assistant].
• Do not use personal accounts or unapproved apps for work.
• If you want to try a different tool, ask first (see section 5).

2. What you may put into AI

We sort information into three groups.

Green: allowed

• public information, for example text from our website or catalog
• general questions such as "how do I structure a proposal" or "summarize this public article"

Yellow: only in an approved tool, and think first

• internal procedures, templates and presentations
• emails without sensitive content
• pricing material that is not prepared for a specific customer

Red: never

• personal data of customers, employees or job applicants (names combined with other details, national ID numbers, health information, salaries, performance reviews)
• passwords, access codes, keys and payment card numbers
• contract contents and any information we are bound to keep confidential
• production methods, drawings and other know-how that gives us a competitive edge
• accounting and financial data that is not public

One simple rule applies: if you are not sure, treat the information as red and ask.

3. What you may do with AI answers

• AI can be wrong, and it can be confidently wrong. You must check every answer you use.
• Always verify numbers, dates, names, quotes and links against the original source.
• Do not send AI output to a customer or an authority until the person responsible for the matter has read it.
• You are responsible for the result, not the tool.
• If AI created a text or image that leaves the company, follow the labeling instructions from [name].

4. What AI must not decide

AI can prepare material, but a person always makes the decision. This applies in particular to:

• hiring and firing, and employee evaluations
• approving credit, discounts and complaints
• legal and contractual commitments
• safety and quality decisions in production or on a building site

5. Who to ask

6. If a mistake happens

Did you enter red information by accident? Tell the person in the table the same day. A reported mistake can be fixed. A hidden one cannot.

7. Validity and changes

We will review these rules by [date] at the latest, or sooner if we introduce a new tool. [name] is responsible for updates.

I confirm that I have read and understood these rules.

Name: ____________ Date: ____________ Signature: ____________

How to adapt the template for your company

• Add your approved tools. Without a specific list, employees do not know what is allowed.
• Tailor the red group. Add the data that matters most to you: order drawings, price lists for distributors, patient or client data.
• Check your customer contracts. Some contain restrictions that belong in the red group.
• Name the contact people. The contacts in the table must be people who will actually pick up the phone.
• Have a lawyer review the template, along with your data protection officer if you have one.
• Train your people. Walk through the rules in a short meeting and show two or three examples from your own operations.

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Prepared by AI. Adapt it to your company before use. Not legal advice.