A one-page AI policy for a small team
Pick the AI tools your company pays for, the data that never goes in, who approves new tools and when you review it. You get one page in plain words: company accounts only, a person checks what leaves the building, tell someone the same day if something went where it shouldn't. Copy it, download it or print it.
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Your company
Approved tools (company accounts)
Business and team plans. Check each plan's terms for training on your data before you tick it.
Personal AI accounts for work
Never paste or upload
Three more questions
Adds a line on knowing the tools: the EU AI Act has asked for basic AI literacy since February 2025.
No approved tools yet. Without a company account to point to, people keep using their personal ones; pick at least one business plan.
Name one person who approves new tools and hears about mistakes. "Ask a manager" means nobody gets asked.
Your page
[Company]: using AI at work Version 1, [date] · Owner: [name] · Next review: [date + 6 months] 1. Accounts Use AI for work only on company accounts, signed in with your work email. Approved: [add your company AI accounts]. No personal AI accounts for work, including free apps on your phone. 2. Never paste or upload - passwords, API keys and other secrets - bank, card and payment details - customer personal data beyond what the task needs - anything under an NDA or contract that forbids sharing it - staff and HR matters (pay, reviews, health, disputes) 3. Check before it leaves AI drafts; you sign. Check facts, names, numbers and prices in anything a customer, supplier or official will read. Whoever sends it owns it. 4. Customers If AI wrote much of what a customer receives, or talks to them directly (chat, phone), we say so. Ask [name] when unsure. 5. New tools Ask [name] before using a new AI tool for work. We check two things: is there a business plan, and does it train on our data. 6. Mistakes Pasted something you shouldn't have? Tell [name] the same day. No blame: we delete it and decide together whether a customer needs to know. Read and understood: ______________________ Date: __________
Written with biz59.net/tools/ai-policy · 2026-10-17
Rolling it out
Thirty minutes is enough. Read the page together, answer the questions people actually have ("can I use it to rewrite my emails?", "can I upload the client's contract?"), then everyone signs in to the company accounts in the same meeting. Anyone who used a personal account for work turns off model training in its settings and deletes chats that held customer data. Put the review date in the calendar.
Why each rule is there, the Samsung and Avianca stories and what the vendors' consumer and business terms say are in our article one page on AI at work. If you sell in the EU, the AI Act check covers what the law asks of a small company.
A starting point, not legal advice. More free tools: biz59.net/tools.