Free template
A free AI use policy template for small businesses
Your team is probably already using ChatGPT, Copilot, or something similar. A one-page policy sets the ground rules: which tools are approved, what information never goes in, and who checks the output. Tell us your tools and the kind of data you handle, and we will tailor the template to your business.
What a small business AI policy should cover
A useful policy is short enough that people actually read it. These are the sections the template includes and why each one matters.
Approved tools
Naming the tools removes the guesswork, and steering people to business accounts keeps company information out of personal ones.
What may be entered
Most everyday use is safe: public information, your own drafts, general questions. Saying so encourages the useful habits.
What must never be entered
Credentials, payment and government identifiers, and the sensitive data your industry handles. This is the section that prevents the costly mistakes.
Checking output
AI is confidently wrong often enough that someone must own every fact and every message that leaves the business.
Human decisions
Money, commitments, hiring, and anything legal or medical stay with a person. AI can prepare the information, not make the call.
Reporting mistakes
A no-blame path for reporting an accidental entry means problems are fixed quickly instead of hidden.
Tailor the template to your business
Four questions. Your policy appears on this page right away, ready to copy or download as an editable Word document.
Questions about AI use policies
Does a small business really need an AI use policy?
If anyone on your team uses ChatGPT, Copilot, or a similar tool for work, yes. Without one, each person decides alone what information is safe to enter and whether output needs checking. A one-page policy makes those decisions once, for everyone.
What should an AI use policy include?
At minimum: which tools are approved, what information may and may not be entered, who checks AI output, which decisions stay with a person, how to report a mistake, and who owns the policy. The template covers each of these.
Is this template legal advice?
No. It is a practical starting point written in plain language. Review it with your own advisors, especially if you handle health, financial, or legal client information.
How often should we update it?
Review it at least every six months, and whenever you approve a new tool or a tool changes how it handles data. AI products change quickly.
What happens after I create my policy?
Your policy appears on the page to copy or download. EmpowerFrame receives your name, company, and choices so we can follow up personally, once, to see whether training would help your team put it into practice.
Put the policy into practice
Next step
A policy works when people know how to follow it. AI literacy training teaches your team the method behind each rule, on their real tasks.