AI Use Policy for a Small Team
Write plain rules on what staff may and may not do with AI tools.
Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it (what [VERIFY] means).
Draft an AI use policy for a team of [TEAM_SIZE] at [ORGANISATION_TYPE]. Tools in use: [AI_TOOLS]. Data we handle: [DATA_TYPES]. Customers or regulators who ask questions: [EXTERNAL_PARTIES]. Write it in plain language, under 600 words, with sections: purpose; allowed uses; uses that need approval; forbidden uses; data rules (what may never be pasted into a tool); checking outputs before use; disclosure to customers; incident reporting; review date. Add a one-page quick card of do and do not, five scenario questions with answers for staff training, and a list of points a lawyer should review [VERIFY] for [JURISDICTION]. This is a draft for discussion and not legal advice. Also include a short section on who answers questions about the policy, how exceptions are requested, and how staff can report an accidental data leak without fear of blame. Suggest a six-month review date with an owner. Finish with a one-paragraph plain summary of the policy for the first page of the staff handbook, written in wording a new starter can understand in a minute without reading the full text.
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