Chances are your team is already using AI tools, whether you've talked about it or not. A short, clear AI policy helps everyone use them confidently while protecting your customers, your data and your reputation. It doesn't need to be long. One page is usually enough.

Why it matters

Without guidance, people may paste confidential information into public tools, publish unchecked content or use AI in ways customers wouldn't expect. A policy sets sensible boundaries without stopping anyone from benefiting.

What to include

• Approved tools: which AI tools the team can use for work

• Data rules: what must never be entered, such as customer personal data, financial details and confidential client information

• Checking: all AI output must be reviewed by a person before it's published or sent

• Transparency: when you'll tell customers AI was involved

• Ownership: who to ask if someone is unsure

Good uses to encourage

• First drafts of emails, posts and articles

• Summarising long documents and meeting notes

• Brainstorming ideas and headlines

• Rewriting text for clarity or a different audience

Uses that need care

• Anything legal, financial or medical

• Images of real people or brand assets you don't own

• Final decisions about customers or staff

Keep it current

AI tools change quickly. Review the policy every six months, ask the team what's working and update the approved list.

A simple rule: if you wouldn't email it to a stranger, don't paste it into an AI tool.

The short version

List approved tools, protect sensitive data, check everything before it goes out and review the policy regularly. Then browse my AI tool picks to choose the right ones.