What is an AI usage policy?
An AI usage policy is a written document that tells employees how they may and may not use AI tools at work. It covers approved tools, what data can be entered, how outputs must be reviewed, and when AI use must be disclosed.
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What to include
A useful policy lists which tools are approved and which kinds of information must never be entered, such as customer personal data or confidential client material. It also sets review requirements for AI-generated work and names who to ask with questions.
Add short examples of acceptable and unacceptable use, because people follow concrete examples more easily than abstract rules.
How to write one people follow
Keep it short and written in plain language. Involve the teams that will use it, so the rules fit how they actually work.
Share it during onboarding and revisit it regularly, since tools and risks change quickly.
How it fits with governance
The policy is the part employees see. Governance is the broader system of ownership, approval, and oversight that stands behind it.
Common questions
Why does a company need an AI usage policy?
Without one, employees may paste sensitive data into unapproved tools or publish unchecked AI output. A policy sets shared expectations and reduces those risks.
What should an AI usage policy ban?
Common restrictions include entering confidential or personal data into unapproved tools and publishing AI output without review. The right limits depend on your business, data, and legal obligations.
Should employees disclose when they use AI?
That's a decision for your organization, and some clients or laws may require it. State your expectation clearly in the policy.
How often should an AI usage policy be updated?
Review it on a regular schedule, and whenever you adopt a significant new tool or a relevant law changes. Annual reviews are common, but fast-moving areas may need more.
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