PRACTICAL GUIDE
How to write an AI use policy people will actually follow.
An AI policy should not be a list of tools that become outdated next quarter. It should help people make good decisions around confidentiality, accountability and quality when a new tool appears.
1. State the purpose before the prohibitions
Explain why the policy exists: to use useful technology responsibly, protect people and information, and preserve a human owner for decisions. People are more likely to follow a rule that has a visible purpose.
2. Define the boundary around sensitive information
Give concrete examples: client data, payroll details, health information, passwords, unpublished financial information and internal strategy. State whether this information may ever be entered into a third-party AI tool and who can approve an exception.
3. Keep a human accountable
AI can suggest, summarise and draft. It should not quietly become the final decision-maker for hiring, discipline, safety, pricing, contracts or advice to customers. Make the reviewer and escalation route explicit.
4. Explain what disclosure looks like
If AI materially produced text, analysis, images or recommendations that someone else will rely on, decide when a short disclosure is appropriate. Keep this proportional to the risk and audience.
5. Set an owner and a review date
Technology changes. A named policy owner and an annual review date prevent a document from becoming false authority. Update examples and approved-tool guidance as the team learns.
Start with a usable draft
PolicyPilot creates the structure—purpose, scope, responsibilities, practical rule, exceptions and review—so your team can focus on the decisions that matter.