AI Services and tools can save time, improve writing, speed up research, and reduce busywork. But for small teams, a few wrong clicks can also create big problems like leaking customer data, sharing confidential files with a public model, or publishing AI output that is inaccurate or copyrighted.
This post gives you a keyword rich, small team friendly AI acceptable use policy template you can copy and paste, plus a simple employee one pager that sets clear rules without slowing work down.
The AI Acceptable Use Policy Template for Small Teams – Table of Contents
What is an AI Acceptable Use Policy
An AI acceptable use policy is a set of rules that explains how employees can and cannot use AI tools at work. It protects your data, your customers, your brand, and your team. It also reduces confusion by setting clear expectations for everyone.
If you are a small business, a small IT team, or a startup, you want a policy that is short, practical, and easy to follow.
Who needs an AI acceptable use policy
You need an AI acceptable use policy if your team uses any of these:
- Chatbots and AI assistants for writing, summarizing, or brainstorming
- AI tools for marketing content, social posts, sales emails, or ads
- AI tools for coding, scripts, troubleshooting, or IT support
- AI meeting tools for notes, transcripts, and summaries
- AI image or video generation tools
- AI tools connected to business systems like CRMs, ticketing, or knowledge bases
Even if only one person uses AI, the policy still matters because one mistake can expose sensitive information.
AI acceptable use policy template for small teams
Use this as a simple AI policy outline. Replace bracketed items with your company details.
Click Here to Download Microsoft Word AI acceptable use policy template
1. Purpose
This AI Acceptable Use Policy explains how [Company Name] employees and contractors may use artificial intelligence tools for work. The goal is to support productivity while protecting confidential information, customer data, and company systems.
2. Scope
This policy applies to:
- All employees, contractors, and temporary staff
- All AI tools used for work, whether company approved or personally selected
- All devices used for work, including company devices and BYOD where allowed
3. Definitions
- AI tools: Any system that generates text, code, images, audio, video, or insights from prompts or uploaded data.
- Sensitive data: Any data that could harm customers, employees, or the business if exposed.
- Confidential information: Non public company information such as internal documents, pricing, contracts, credentials, client lists, financials, or strategy.
4. Approved AI tools
Employees may only use AI tools approved by [Company Name] for business work.
Approved list:
- [Tool 1]
- [Tool 2]
- [Tool 3]
If a tool is not on the approved list, employees must request approval before using it for any business data or content.
5. Data protection rules
Employees must follow these AI data handling rules at all times:
Allowed:
- General, non confidential prompts
- Public information already available on your website or public docs
- Drafting and improving text that contains no sensitive data
- Summaries of internal content only when the tool is approved and access controls are in place
Not allowed:
- Entering customer personal data (names, emails, phone numbers, addresses, IDs) into unapproved AI tools
- Entering credentials, MFA codes, API keys, encryption keys, tokens, or passwords into any AI tool
- Uploading contracts, financial reports, internal tickets, HR data, or client files into unapproved AI tools
- Copying private Slack messages, internal emails, or proprietary code into public AI tools
- Feeding medical, payment, or regulated data into AI unless approved by leadership and compliance requirements are met
When in doubt, treat the information as sensitive and do not enter it into AI.
6. Security and access controls
- Employees must use company accounts for approved AI tools when available.
- Enable MFA on AI tool accounts if supported.
- Do not connect AI tools to company systems like email, cloud storage, ticketing, or CRM unless approved by [Owner or IT].
- Do not install AI browser extensions or plugins without approval.
7. Accuracy and human review requirements
AI can be wrong. Employees are responsible for checking AI output before use.
Required:
- Verify facts, numbers, dates, and names
- Review for tone, bias, and professionalism
- Confirm instructions, code, or scripts before running in production
- For customer facing content, ensure it matches company policies and brand voice
High risk content that requires extra review:
- Legal, HR, medical, insurance, compliance, or financial guidance
- Security recommendations or incident response steps
- Contracts, proposals, and client deliverables
8. Intellectual property and copyright
Employees must not:
- Ask AI tools to recreate copyrighted content, paid training content, or competitor materials
- Copy AI output into deliverables without reviewing for originality and accuracy
- Use AI generated images or text in marketing if licensing terms are unclear
Employees should:
- Use approved tools with clear commercial terms
- Cite sources internally when AI provides references
- Prefer original writing and original visuals for core brand assets
9. Customer and external communications
Employees may use AI to help draft emails, proposals, and support responses if:
- No sensitive customer data is included in the prompt
- The final message is reviewed by the employee before sending
- Claims are accurate and not misleading
Employees must not represent AI output as professional advice unless the content has been reviewed and approved by an authorized person.
10. Prohibited uses
AI must not be used for:
- Harassment, discrimination, or inappropriate content
- Attempting to bypass security controls
- Social engineering, phishing, or impersonation
- Creating malware, exploit code, or hacking instructions
- Making decisions that impact employment, credit, or access without human review and approval
11. Logging and monitoring
[Company Name] may log and review AI tool usage for security and compliance, including access logs, prompts, uploads, and integrations where technically possible and legally permitted.
12. Reporting and incident response
Employees must report suspected issues immediately, including:
- Entered sensitive data into the wrong AI tool
- Uploaded a confidential file by mistake
- AI generated harmful or risky instructions that were followed
- A tool asked for credentials or unusual permissions
Report to: [Name, email, or channel]
13. Enforcement
Violations may result in removal of access, disciplinary action, contract termination, and other actions depending on severity.
14. Review cycle
This AI policy will be reviewed every [6 or 12] months or after major changes to AI tools, regulations, or business operations.
Owner: [Policy Owner Name and Title]
Effective date: [Date]
Next review date: [Date]
Employee one pager: AI Acceptable Use Rules
Copy and paste this into a doc or internal wiki page.
AI Acceptable Use One Pager for [Company Name]
Goal: Use AI to move faster while protecting customers, the team, and the business.
You can use AI for
- Brainstorming ideas and outlines
- Rewriting and improving grammar for non sensitive content
- Summarizing public information
- Drafting templates, checklists, and internal content that contains no confidential data
- Coding help only when no secrets or private code is shared
You must never paste into AI
- Passwords, MFA codes, API keys, tokens
- Customer personal data
- Contracts, invoices, pricing sheets, financials
- HR info, payroll, performance notes
- Client files, support tickets, internal emails, private Slack messages
- Anything you would not post publicly
Always do this before you use AI output
- Check facts, numbers, and names
- Remove any sensitive details
- Make sure the tone fits our brand
- Get a second review for legal, HR, finance, security, or compliance topics
Approved AI tools
Use only: [Tool list]
Not sure if a tool is approved? Ask: [Owner or IT contact]
If something goes wrong
If you accidentally shared sensitive info, report it immediately to: [Contact]
Fast reporting helps reduce risk.
Need Assistance?
If you want help putting a practical AI Acceptable Use Policy in place, or you want to make sure your team is using AI safely without slowing down productivity, Zevonix can help. We can review your current AI tools, tighten up data handling rules, and build simple, real world guardrails your employees will actually follow. Reach out to Zevonix to schedule a quick conversation and get a policy that fits your business, your risk level, and your day to day workflow.
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FAQ: AI acceptable use policy for small teams
What is the difference between an AI acceptable use policy and an AI policy
An AI acceptable use policy focuses on employee behavior, what tools are allowed, and what data can be entered. A broader AI policy may also cover governance, ethics, model selection, vendor management, and long term strategy.
Do small businesses really need an AI acceptable use policy
Yes. Small businesses are often targeted because processes are informal. A short AI acceptable use policy reduces mistakes, protects client trust, and makes it easier to scale safely as more people use AI.
Can employees use personal AI accounts for work
Only if your policy allows it and the tool is approved. A safer approach is requiring company managed accounts for approved AI tools, so access control and audit logs are easier to manage.
What should never be shared with AI tools
Never share passwords, API keys, MFA codes, regulated data, or customer personal data in unapproved tools. When unsure, treat the information as sensitive and do not enter it.
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