1. Purpose & Scope
This policy establishes guidelines for the acceptable and responsible use of Artificial Intelligence (AI) tools and services within [Your Organization].
Purpose
- 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
Scope
This policy applies to:
- All employees, contractors, consultants, and third parties
- All AI tools and services including:
- Generative AI (ChatGPT, Claude, Gemini, Copilot, etc.)
- AI-powered productivity tools
- AI-enabled business applications
- Custom AI solutions and integrations
2. Approved AI Tools
The following AI tools have been approved for business use after security and compliance review:
| Tool |
Version |
Approved Use Cases |
Status |
| Microsoft 365 Copilot |
Enterprise |
Productivity, document creation |
✓ Approved |
| [Add your tools] |
|
|
|
⚠️ Prohibited: Using unapproved AI tools with company data is strictly forbidden. Request approval from IT department before using new AI tools.
3. 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
- 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
4. Data Classification
| 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 (PII, PHI, trade secrets) |
✗ Strictly Prohibited |
Before Using AI Tools, Ask:
- Is this information public knowledge?
- Would disclosure harm the company or our customers?
- Am I legally allowed to share this information?
- Is this covered by an NDA or confidentiality agreement?
When in doubt, don't input it. Ask your manager or IT department.
5. 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]
6. Compliance & Industry 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-specific requirements here]
7. 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
| Offense |
Consequence |
| 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 |
8. Employee 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 (Print):
Employee Signature:
Date:
Quick Reference Guide
| AI Tool Usage Quick Reference |
| 🚫 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
|
| IT Security Contact: |
[security@yourcompany.com] | [Phone] |