A comprehensive framework to protect your proprietary data while enabling your team to leverage AI productively. Adapt this template to your organization's needs.
Artificial intelligence tools have transformed how businesses operate. From drafting emails to analyzing data, AI assistants like ChatGPT, Claude, and others have become integral to daily workflows. However, this productivity comes with significant risks that many organizations overlook.
When employees use free, consumer-grade AI tools for work tasks, they may inadvertently expose sensitive business information. Customer data, financial records, strategic plans, and proprietary processes can all become part of AI training datasets, potentially accessible to competitors or the public.
This template provides a foundation for establishing clear guidelines around AI use in your organization. Feel free to adapt it to your specific industry, regulatory requirements, and risk tolerance.
This policy establishes guidelines for the acceptable use of artificial intelligence (AI) tools and services by employees of [Company Name]. The purpose is to:
This policy applies to all employees, contractors, and temporary staff, for all work-related activities whether on company premises or remote, using both company-provided and personal devices.
[Company Name] permits the use of ONLY the following approved AI tools for business purposes. The use of any other AI tools, including free public AI services, is strictly prohibited.
These tools have been vetted to ensure they do not use your inputs for AI training and provide appropriate data protection. Any requests for additional tools must be submitted to [IT Security / Compliance Team] for security review.
The following are strictly prohibited:
Employees are encouraged to use approved AI tools to improve productivity and efficiency. Acceptable uses include:
All AI use must remain consistent with company policies, privacy standards, and professional conduct expectations.
Note: Since approved AI tools are private and do not train on your data, other business information may be used with approved tools at your discretion.
The following activities are strictly prohibited:
All AI-assisted materials created as part of an employee's job duties are the property of [Company Name].
[Company Name] reserves the right to monitor network traffic for unauthorized AI tool usage, audit AI tool accounts, and implement technical controls to block prohibited tools.
Violations of this policy may result in:
This policy will be reviewed annually, when new AI tools are considered, following any AI-related security incident, or when regulatory requirements change.
The easiest way to enforce an AI usage policy is to provide employees with a private AI solution that makes compliance automatic. When your team uses tools that guarantee data privacy, policy violations become impossible.
Learn About Private AIWhile policies are essential, the most effective protection is giving your team AI tools designed with privacy from the ground up. YourTEK.ai provides enterprise-grade AI without the enterprise complexity.