# AI use policy

**Firm:** [Firm name]  
**Kept by:** [Name and role]  
**Agreed on:** [Date]  
**Next review:** [Date]

Everyone who works for [Firm name], contractors included, follows these rules when they use AI for work. Replace everything in square brackets with your own details.

## 1. Approved tools

These are the AI tools approved for work with anything beyond public information. Each one is on a business plan where training on our data is off by contract.

| Tool and plan | Who uses it | What it's for |
| --- | --- | --- |
| [AI assistant], business plan | [Everyone] | [Drafting replies, research, summaries] |
| [Tool], [plan] | [Role or names] | [Task] |
| [Tool], [plan] | [Role or names] | [Task] |

- We use work accounts for anything beyond public information. Work done on a personal AI account moves to the approved tool.
- A tool that isn't in this table gets public information only, until it's added (see section 4).

## 2. What information goes into which tool

| Where it may go | Information |
| --- | --- |
| Any AI tool, personal accounts included | Public information, such as [opening hours, published prices, website text]. |
| Approved tools only | [Client names and contact details], [project files and emails], [internal figures]. |
| Never in any AI tool | Passwords and access codes. Bank and card details. ID documents. Health information. Anything a client contract says stays private. [Add your own]. |

When in doubt, leave the information out and ask [name].

## 3. Who checks the output

A person reads anything an AI tool wrote or worked out before it's sent, paid or deleted.

| Kind of work | Who checks it | What they check |
| --- | --- | --- |
| [Client emails] | [Account manager] | [Facts, names and tone] |
| [Invoices and figures] | [Bookkeeper] | [Every figure against its source] |
| [Kind of work] | [Role] | [What to check] |

When a mistake reaches a client, tell [name], so the person checking can change what they look for.

## 4. Asking for a new tool

To use a new AI tool for work, send [name] these four things:

- The tool's name and plan.
- The task it's for.
- The information that would go into it.
- What it costs each month, and who pays.

[Name] checks the plan's training terms, how long it keeps our data, where it stores the data and who can see it, and answers within [number] working days. An approved tool goes into the table in section 1.

## 5. Review

- We review this page every [six months], and whenever we add or drop a tool.
- [Name] goes through it with each new person in their first week.
- Next review: [date].

## Read and agreed

| Name | Role | Date |
| --- | --- | --- |
|   |   |   |
|   |   |   |
|   |   |   |

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Template from Rel-AI-able: rel-ai-able.com/insights/ai-use-policy-template