# AI Acceptable Use & Governance Policy Template

**Organization**: [Your Organization Name]
**Effective Date**: [Date]
**Last Revised**: [Date]
**Policy Owner**: [IT Director/CIO]

---

## 1. Purpose

This policy establishes guidelines for the acceptable and responsible use of Artificial Intelligence (AI) tools and services within [Your Organization]. The purpose is to:

- Protect sensitive organizational data from unauthorized disclosure
- Ensure compliance with legal, regulatory, and contractual obligations
- Minimize security risks associated with AI tool usage
- Maintain competitive advantage through proper data handling
- Establish clear expectations for employees using AI technologies

---

## 2. Scope

This policy applies to:
- All employees, contractors, consultants, and third parties
- All AI tools and services, including but not limited to:
  - Generative AI (ChatGPT, Claude, Gemini, Copilot, etc.)
  - AI-powered productivity tools
  - AI-enabled business applications
  - Custom AI solutions and integrations

---

## 3. Approved AI Tools

### Sanctioned AI Tools
The following AI tools have been approved for business use:

| Tool | Approved Version | Use Cases | Approval Date |
|------|------------------|-----------|---------------|
| Microsoft 365 Copilot | Enterprise | Productivity, document creation | [Date] |
| [Add your tools] | | | |

### Tool Approval Process
1. Request approval from IT department
2. Security and compliance review (5-10 business days)
3. Data protection assessment
4. Written approval before use

**Prohibited**: Using unapproved AI tools with company data is strictly forbidden.

---

## 4. Acceptable Use Guidelines

### ✅ ALLOWED Uses

**General Productivity**
- Drafting emails, reports, and documents (non-confidential)
- Summarizing publicly available information
- Brainstorming ideas and concepts
- Code review and debugging assistance
- Language translation of non-sensitive content

**Research & Learning**
- Researching publicly available information
- Learning new concepts and skills
- Generating training materials (non-proprietary)

**Creative Work**
- Marketing copy and social media content (subject to review)
- Image generation for presentations (non-confidential)
- Design ideation and mockups

### ❌ PROHIBITED Uses

**Never Input Into AI Tools**:
- Customer personal information (PII, PHI, financial data)
- Proprietary company information (trade secrets, financials, strategic plans)
- Confidential employee information
- Intellectual property (source code, patents, designs)
- Login credentials, API keys, or passwords
- Contract terms or pricing information
- Merger & acquisition information
- Legal documents or attorney-client privileged information
- Information marked as "Confidential" or "Internal Only"

**Never Use AI For**:
- Making final decisions on hiring, firing, or promotions
- Legal advice or compliance determinations
- Medical diagnoses or healthcare decisions
- Financial advice or investment recommendations
- Contract negotiation without legal review

---

## 5. Data Classification & Handling

### Data Classification Levels

| Level | Description | AI Usage |
|-------|-------------|----------|
| **Public** | Information intended for public disclosure | ✅ Allowed |
| **Internal** | Non-sensitive business information | ⚠️ Approved tools only |
| **Confidential** | Sensitive business or customer data | ❌ Prohibited |
| **Restricted** | Highly sensitive data (PII, PHI, trade secrets) | ❌ Strictly Prohibited |

### Before Using AI Tools, Ask:
1. Is this information public knowledge?
2. Would disclosure harm the company or our customers?
3. Am I legally allowed to share this information?
4. Is this covered by an NDA or confidentiality agreement?

**When in doubt, don't input it. Ask your manager or IT department.**

---

## 6. Vendor & Tool Approval

### Evaluation Criteria
AI tools must meet these requirements before approval:

**Security**
- SOC 2 Type II compliance
- Data encryption in transit and at rest
- Multi-factor authentication support
- Regular security audits

**Privacy**
- GDPR/CCPA compliance
- Clear data retention and deletion policies
- No training on customer data (opt-out guaranteed)
- Data residency controls

**Legal**
- Acceptable Terms of Service
- Clear intellectual property ownership
- Indemnification provisions
- Right to audit

**Operational**
- Business Associate Agreement (if handling PHI)
- Data Processing Agreement
- Service Level Agreement (SLA)
- Support and incident response procedures

---

## 7. Security Requirements

### Account Security
- Use company-issued accounts only (no personal accounts for work)
- Enable multi-factor authentication (MFA) on all AI tools
- Use strong, unique passwords (password manager recommended)
- Never share login credentials

### Data Protection
- Only use approved AI tools for company data
- Verify data is not used for model training (opt-out if necessary)
- Review AI-generated content for accuracy before use
- Do not blindly trust AI outputs—verify information

### Incident Reporting
Report these incidents immediately to IT Security:
- Accidental disclosure of confidential information to an AI tool
- Suspicious AI-generated content or outputs
- Compromised AI tool accounts
- Data breaches involving AI services

**Reporting Contact**: [security@yourcompany.com] or [IT Help Desk]

---

## 8. Intellectual Property & Ownership

### Company Ownership
- All AI-generated content created for work purposes is company property
- All prompts, templates, and workflows developed for work are company assets
- Custom AI models or training data remain company property

### Attribution & Disclosure
- Disclose when content is AI-generated (where appropriate)
- Do not plagiarize AI-generated content from others
- Respect copyright and licensing of source material
- Review and edit AI outputs before publishing

### Third-Party IP
- Do not use AI to replicate competitor products or services
- Respect patents, trademarks, and copyrights
- Avoid generating content that infringes on others' IP rights

---

## 9. Quality & Accuracy Standards

### Verification Requirements
All AI-generated content must be:
- Reviewed by a qualified human before use
- Fact-checked against authoritative sources
- Edited for accuracy, tone, and appropriateness
- Validated for compliance with company standards

### Prohibited Outputs
Do not use AI-generated content that:
- Contains factual errors or "hallucinations"
- Includes biased or discriminatory language
- Violates company values or code of conduct
- Misrepresents the company or its products

---

## 10. Compliance & Regulatory Considerations

### Industry-Specific Requirements

**Healthcare (HIPAA)**
- AI tools must be HIPAA-compliant with Business Associate Agreement
- No PHI (Protected Health Information) in non-compliant tools
- Audit logs required for all AI access to patient data

**Financial Services (GLBA, SOX)**
- AI tools must meet financial data protection standards
- No non-public financial information in unapproved tools
- Maintain audit trails for regulatory compliance

**Government Contractors (ITAR, DFARS)**
- AI tools must meet government security requirements
- No CUI (Controlled Unclassified Information) in commercial AI tools
- Use FedRAMP-authorized AI services only

**Add your industry requirements here**

---

## 11. Training & Awareness

### Required Training
All employees must complete:
- AI Acceptable Use Policy training (annually)
- Data classification training
- Security awareness training
- Role-specific AI training (as applicable)

### Resources
- AI Policy Quick Reference Guide: [link]
- AI Tool Approval Request Form: [link]
- Data Classification Guide: [link]
- AI Training Videos: [link]

---

## 12. Monitoring & Enforcement

### Monitoring
The company reserves the right to:
- Monitor AI tool usage through approved services
- Audit AI-related activities for compliance
- Review AI-generated content for policy violations
- Investigate suspected misuse

### Violations & Consequences
Policy violations may result in:
- **First Offense**: Written warning and mandatory retraining
- **Second Offense**: Loss of AI tool access and performance review
- **Serious Violations**: Suspension or termination of employment
- **Legal Violations**: Civil or criminal prosecution

Examples of serious violations:
- Intentional disclosure of trade secrets to AI tools
- Using AI to create fraudulent or deceptive content
- Circumventing security controls
- Ignoring data breach reporting requirements

---

## 13. Policy Review & Updates

This policy will be reviewed and updated:
- Annually (at minimum)
- When new AI tools are adopted
- After security incidents involving AI
- When regulations change

**Next Review Date**: [Date 12 months from effective date]

---

## 14. Acknowledgment

I acknowledge that I have read, understood, and agree to comply with this AI Acceptable Use & Governance Policy. I understand that violations may result in disciplinary action up to and including termination of employment.

**Employee Name**: ___________________________
**Employee Signature**: ___________________________
**Date**: ___________________________

---

## Appendix A: AI Tool Comparison

| Feature | ChatGPT Plus | Claude Pro | Microsoft Copilot | Google Gemini |
|---------|--------------|------------|-------------------|---------------|
| Data Training Opt-Out | ✅ | ✅ | ✅ | ⚠️ Limited |
| Enterprise Version | ✅ | ✅ | ✅ | ✅ |
| SOC 2 Certified | ✅ | ✅ | ✅ | ✅ |
| HIPAA Compliance | ❌ | ❌ | ✅ (Enterprise) | ❌ |
| Custom Retention | Enterprise Only | Enterprise Only | ✅ | ❌ |

---

## Appendix B: Incident Response Workflow

```
AI Security Incident Detected
        ↓
Employee Reports to IT Security
        ↓
IT Assesses Severity (Critical/High/Medium/Low)
        ↓
[If Critical/High]
  ↓
Activate Incident Response Team
Contact AI Vendor
Preserve Evidence
Notify Affected Parties
Document Incident
        ↓
[If Medium/Low]
  ↓
Investigate Internally
Document Findings
Implement Remediation
Update Policy if Needed
        ↓
Post-Incident Review
Lessons Learned
Policy Updates
Employee Training
```

---

## Appendix C: Quick Reference Card

**🚫 NEVER put these in AI tools:**
- Customer data (names, emails, addresses)
- Financial information (credit cards, SSNs, bank accounts)
- Trade secrets or proprietary information
- Passwords, API keys, or credentials
- Confidential contracts or legal documents

**✅ ALWAYS:**
- Use approved AI tools only
- Verify AI outputs before using
- Report security incidents immediately
- Complete required AI training
- Ask IT if unsure

**Contact IT Security**: [security@yourcompany.com] | [Phone]

---

**End of Policy**

---

*This template is provided by TotalCare IT as a starting point. Consult with your legal counsel to customize for your specific needs, industry regulations, and risk profile.*

**© 2026 TotalCare IT. All rights reserved.**