Adapt the bracketed sections to your organisation, have leadership approve it, and share it with every staff member. Plain English on purpose.
Organisation: [Name] · Approved by: [Name, role] · Review date: [12 months from approval]
1. Why we have this policy
AI tools (like ChatGPT, Claude, Copilot and Gemini) help us work faster. They also create risks: leaking confidential information, producing wrong answers that look right, and generating content that misleads. This policy keeps the benefits and manages the risks.
2. What you can use AI for
- Drafting and improving documents, emails and lesson plans
- Summarising publicly available information
- Brainstorming, planning and research starting points
- Writing or reviewing code (with human review before use)
3. What must NEVER go into an AI tool
- Personal information about staff, students, clients or donors (names, contact details, health, grades, records)
- Passwords, keys or system details
- Confidential business information: contracts, financials, unreleased plans
- Anything covered by a confidentiality agreement
Rule of thumb: if you wouldn't post it on a public noticeboard, don't put it in a prompt.
4. Check before you trust
AI tools make things up ("hallucinations") and state them confidently. Before acting on AI output:
- Verify facts, figures, quotes and references independently
- Have a human review anything sent outside the organisation
- Never rely on AI alone for legal, financial, medical or safety decisions
5. Approved tools
We use only tools approved by [role/team]: [list approved tools]. Want a new one? Ask [contact], don't just sign up with your work email.
6. Disclosure
Be transparent when AI meaningfully contributed to work shared externally, per [organisation]'s standards.
7. If something goes wrong
Pasted something you shouldn't have? Spotted AI-generated misinformation about us? Tell [contact] straight away. No blame, fast reporting shrinks problems.