This website uses cookies
Read our Privacy policy and Terms of use for more information.
Free Word + PDF · Updated November 2026
Your team is already using ChatGPT, Claude, Gemini and a dozen AI features hiding inside the software you pay for. This free AI policy template gives you a ready-to-edit policy that sets clear rules on tools, data and human review, so people can use AI without putting your organization at risk.
The Word and PDF files land in your inbox within minutes. You also get AI Business Weekly, our free weekday newsletter. Unsubscribe anytime.
AT A GLANCE
16 sections
A complete workplace AI policy, ready to adapt
Word + PDF
Editable .docx plus a PDF copy to share
Sign-off form
An employee acknowledgment page ready to sign
Regulations page
EU AI Act, Canada and US hiring laws to check
✓ A 16-section workplace AI policy in editable Word, plus a PDF copy
✓ Fill-in [BRACKETED] placeholders so you can adapt it in an afternoon
✓ Approved vs prohibited tools, with a simple approval process for new ones
✓ A data classification table showing what can and cannot go into AI tools
✓ Acceptable and prohibited uses, including no hiring decisions without human review
✓ Human review, disclosure, intellectual property and security rules
✓ A vendor review checklist covering training defaults, retention and access
✓ AI literacy training, incident reporting, roles and review cadence
✓ A one-page "How to use this template" guide
✓ A "Regulations to check" page covering the EU AI Act, Canada and US hiring laws
✓ An employee acknowledgment form ready to sign
Business leaders
Who want guardrails in place before something goes wrong.
HR teams
Handling AI in hiring, performance and day-to-day work.
Public-sector managers
Who need a policy that respects privacy and transparency rules.
IT and security leads
Who need a clear process for approving AI tools.
Enter your email and we will send the Word and PDF files straight to your inbox.
The files land in your inbox within minutes. You also get AI Business Weekly, our free weekday newsletter. Unsubscribe anytime.
This template is general information, not legal advice. Have your legal or HR team review it before adopting.
At minimum: which AI tools are approved, what data staff can and cannot enter, which uses are off-limits, how outputs must be checked, when AI use must be disclosed, and how to report problems. This template covers all of these plus training, vendor review, roles and an employee sign-off form.
Yes. Sign up for the free AI Business Weekly newsletter and you get the Word and PDF files right away. You can unsubscribe any time.
Yes. Staff often use free AI tools on their own, and those tools may keep or train on what people type into them. A policy tells people what is safe to share and which tools to use instead.
No template can do that on its own. It includes a page of regulations to check, such as the EU AI Act's AI literacy duty and US rules on AI in hiring, but your legal or HR team should confirm what applies to you before you adopt it.
Go deeper: see our AI governance framework guide, the main risks of using AI at work, and our AI regulation guide.