Guide · Free template
AI acceptable use policy for small business
An AI acceptable-use policy is a short set of rules for how your team uses AI tools. It says which tools are okay, what never goes into them, and who checks the work. Here is how to write one, plus a free template.
This guide is educational. It is not legal advice. If your business handles health, financial, student or other regulated data, have a qualified professional review your policy.
Why a small business needs one
Your team is probably already using AI. Without a policy, everyone makes up their own rules. One person pastes a customer list into a chatbot. Another sends an AI-written email with a wrong price. A one-page policy gives your team shared rules and can help prevent those mistakes.
What the template covers
- Purpose. Why you use AI and what you want from it.
- Approved tools. The specific tools staff may use, and who approves new ones.
- Never put in AI. Passwords, payment details, government ID numbers, health information, private customer or student records, and anything under a confidentiality agreement.
- A human checks. Who reviews AI output before it reaches a customer, and what gets checked.
- Disclosure. When you tell customers AI was involved.
- Security. How to handle suspicious messages, voice calls and payment changes.
- Training. Who gets trained and how often.
- Questions and mistakes. Who to ask, and how to report a problem without blame.
- Review. When the policy gets looked at again.
How to roll it out in a week
- Fill in the blanks. Twenty minutes with the template.
- Read it with your team. Ask what they already use. Add those tools or say no clearly.
- Post it. Somewhere people will see it. Keep it to one page.
- Check in. After a month, ask what is working and change it.
How it connects to the stamp
A written acceptable-use policy is one of the things we look at for the Ethical AI Stamp of Approval. Pair it with our AI security guide.
Want help?
We teach this in our workshops. Email info@montereybay.ai.