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AI Acceptable UsePolicy Template

Free employee AI policy template covering permitted tools, data rules, prohibited uses, and compliance. Trusted by enterprise security teams.

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0%
of employees use AI at work
0 sections
complete policy coverage
0 frameworks
EU AI Act, ISO 42001, NIST
Free
to use and customise

Why You Need an AI Acceptable Use Policy

Most organisations have deployed AI tools without a formal policy governing how employees can use them. This creates real legal, regulatory, and reputational risk - particularly as regulators begin enforcing AI governance requirements.

78%
Employees use AI tools without IT approval
The majority of AI adoption is happening outside sanctioned channels, creating uncontrolled data exposure.
0
Most organisations have no formal AI policy
Without a documented policy, there is no legal basis to enforce AI usage rules or take disciplinary action.
3+
Regulatory frameworks now require AI governance
EU AI Act, ISO 42001, and NIST AI RMF all require documented AI governance including usage policies.
24h
Incident response requires a policy baseline
Without a policy, you cannot determine whether an AI-related data incident constitutes a violation or assess liability.

The Policy Template

Click each section to expand the policy text. Customise the highlighted placeholders for your organisation.

This policy governs the use of artificial intelligence (AI) tools and services by all employees, contractors, and third parties acting on behalf of [Organisation Name]. It applies to all AI tools used for work purposes, whether accessed via company devices or personal devices.

Download Full Policy as PDF

How to Adapt This Template for Your Organisation

The template above is a starting point. Follow these steps to turn it into an enforceable policy for your specific environment.

1
Add your organisation name
Replace all instances of [Organisation Name] with your legal entity name.
2
Build your approved tools list
Populate Appendix A with specific AI tools, versions, and any approved use-case restrictions. Name the IT Security contact for new tool requests.
3
Map data classification tiers
Align Section 3 with your existing data classification policy. Add tier names (e.g. Restricted, Confidential, Internal, Public) and any tool-specific rules.
4
Name your reporting contacts
Replace [IT Security Contact] with a named person or team alias. Include an escalation path for incidents that may involve regulatory notification.
5
Set your review cycle
Define the review frequency (annually is the minimum), name the policy owner, and add a version history table so auditors can track changes.
FAQ

Frequently Asked Questions

An AI acceptable use policy should cover: the scope of who it applies to (employees, contractors, third parties); a list of approved AI tools and the process for getting new tools approved; data classification rules specifying what data can and cannot be entered into AI tools; prohibited uses such as generating discriminatory content, creating deepfakes, or circumventing security controls; accountability and incident reporting obligations; and a review schedule. Without these elements the policy cannot be enforced and provides no legal basis for action.
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Enforce Your AI Policy Automatically

A written policy is only the first step. Aona enforces your AI acceptable use policy in real time, blocking unapproved tools, detecting sensitive data entering AI services, and generating the audit trail your compliance team needs.

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