How to Write an AI Usage Policy for Your Company
Your employees are probably already using AI, whether or not you have approved it. An AI usage policy doesn’t exist to stop them. It exists to make sure they use AI safely, consistently and in a way that protects your business and your customers.
By SI ConsultingUpdated 6 min read
What an AI usage policy should cover
Keep it short. A policy people can read in five minutes is far more effective than one nobody opens.
- Purpose: why the company is embracing AI and what the policy protects.
- Approved tools: which AI tools and plans staff may use for work.
- Data rules: what information may and may not be entered into each tool.
- Human review: which outputs must be checked by a person before use.
- Transparency: when AI use should be disclosed to customers or colleagues.
- Ownership: who to ask, how to request new tools and how to report issues.
Classify your data simply
A simple traffic-light system works well. Green is public information, fine for any approved tool. Amber is internal information, allowed only in business-grade tools with data protections. Red is confidential, personal or client data, allowed only in private or specifically approved systems.
Rolling the policy out
Launch the policy alongside training, not instead of it. Show people practical examples of good and bad use, give them approved tools that actually help, and review the policy regularly as tools and regulations change.
Frequently asked questions
Does a small business need an AI policy?
Yes. Even a one-page policy dramatically reduces the risk of confidential data ending up in the wrong tool, and gives staff the confidence to use AI productively.
Should we ban AI tools at work?
Bans rarely work because staff find workarounds. Approving safe, business-grade tools with clear rules is far more effective at protecting data.