How to Write an AI Acceptable-Use Policy (Free Template Outline)
A simple, no-legalese framework for a small-business AI acceptable-use policy that your team will actually follow — covering data rules, approved tools and redaction.
A good AI policy isn't a 20-page document nobody reads. It's one page that tells your team exactly what they can paste, what they can't, and what to do when they're unsure. Here's the framework we recommend.
1. Scope and intent
State that AI tools are encouraged for productivity, and that the policy exists to protect clients and the firm — not to slow anyone down.
2. The data rules (the part that matters)
- Never paste: client PII, health or financial records, credentials, API keys, or unreleased IP.
- Okay to paste: public information, your own non-sensitive drafts, anonymized examples.
- When unsure: redact first, or ask before you paste.
3. Approved tools and accounts
List the sanctioned tools and require work accounts (not personal ones) so usage is visible and governed.
4. Redaction and safeguards
Require that sensitive prompts pass through a sanitization layer that strips PII and secrets automatically — so a slip becomes a redaction, not a breach.
5. Review and ownership
Name an owner, review quarterly, and keep it one page. A policy people remember beats a policy people ignore.
Every VaultGuard plan ships with a ready-to-use policy template. Start with the free scan.