Free Template

AI Policy Template

A ready-to-use legal framework for ChatGPT and AI tool usage at work. Replace the [bracketed placeholders] with your company details.

Important: This template is provided as a starting point and does not constitute legal advice. For businesses handling sensitive regulated data (healthcare, financial services, legal), we recommend having this reviewed by a solicitor before implementation.
This policy governs the use of Artificial Intelligence (AI) tools - including but not limited to ChatGPT, Google Gemini, Microsoft Copilot, Claude, and similar generative AI platforms - by all employees, contractors, and directors of [COMPANY NAME] ("the Company").

This policy applies to all use of AI tools for business purposes, whether on Company devices, personal devices, or third-party platforms. It takes effect from [DATE] and will be reviewed annually.
The following categories of information must NEVER be entered into any AI tool, including ChatGPT, Gemini, Copilot, or any other generative AI platform:

PERSONAL DATA (GDPR-protected):
• Customer names, email addresses, phone numbers, or postal addresses
• Employee personal details, salary information, or HR records
• National Insurance numbers, passport details, or financial account numbers
• Any data that could identify a living individual

CONFIDENTIAL BUSINESS INFORMATION:
• Unpublished financial data, forecasts, or pricing strategies
• Client contracts, proposals, or commercially sensitive agreements
• Intellectual property, trade secrets, or proprietary processes
• Login credentials, passwords, or API keys
• Legal advice or privileged communications

REGULATED DATA:
• Health or medical information
• Data subject to legal professional privilege
• Information covered by NDAs or confidentiality agreements

Violation of this section may constitute a GDPR data breach and will be treated as a serious disciplinary matter.

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  • 6 sections covering acceptable use, prohibited inputs, and GDPR
  • Copy-paste ready - replace [brackets] with your company details
  • Suitable for businesses of any size in the UK
  • Includes disciplinary procedures and staff sign-off clause
  • Sent to your inbox so you always have a copy

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