Your team's AI usage rules, in 2 minutes

AI USAGE POLICY — [Company name]
Effective from 02/11/2026. Contact person: [Contact person].

1. Approved tools
Only the following may be used: ChatGPT, Microsoft Copilot, with company accounts (Business/Enterprise plans or with training on data turned off). Other tools must be approved in advance by [Contact person].

2. Data that is never entered
- Personal data of customers, employees or suppliers (names, contacts, tax codes, health data)
- Passwords, credentials, bank details
- Contracts, offers and non-public confidential information
- Proprietary source code or technical documents
If an example is needed, anonymise it first: “customer A”, “amount X”.

3. Human review
Every text, calculation or document produced with AI must be read and checked by a person before it is sent to a customer or used for a decision. Responsibility stays with whoever signs it.

4. Transparency
If a customer interacts with an automated system (chatbot, auto-reply), they must be told. Realistic AI-generated images or videos must be labelled.

5. Training
Anyone using AI for work receives basic training on risks and good practice (AI Act, Art. 4, AI literacy).

6. Questions and reports
For questions, errors or incidents (e.g. data entered by mistake), notify [Contact person] immediately.

— Template generated with Penzai's free generator (penzai.it). Adapt it to your company; it is not legal advice.