The useful version
A rule your team can use on Monday.
An AI policy should answer ordinary working questions: which account may I use, what information can I enter, who checks the result and when must I ask? The template below is a starting point for those decisions. It is not legal advice, certification or a substitute for your own risk and professional review.
Reviewed 2026-10-11 by Paloren. Product availability and requirements should be confirmed before procurement.
Practical governance resource
Start with the actual rule, not a statement of intent.
Download or copy the editable template, then replace every placeholder. Do not publish an empty owner field or an undefined approval route. Your team should know where to ask before a task reaches a customer or changes a business record.
The policy needs an approved-tool register alongside it. Record the account or plan, permitted work, allowed information, owner and any conditions. Naming a vendor alone does not tell a staff member whether a personal account, business workspace or connected agent is approved.
Editable AI use policy
Replace every placeholder and obtain the appropriate review before adopting it.
Practical governance resource
The eight clauses to adapt.
AI USE POLICY TEMPLATE Organisation: [name] Owner: [role and contact] Approved by: [authority] Effective date: [date] Next review: [date]
1. Approved use Use only [approved tools and accounts] for [permitted tasks]. Personal accounts are not approved for business information unless expressly authorised.
2. Information boundary Do not enter [restricted information categories]. Use [approved materials] only within the authorised environment. Ask [owner] when classification or processing permission is unclear.
3. Human responsibility The person responsible for the work checks material facts, sources, calculations and suitability before use. AI output is a draft, not an authority.
4. Actions and approvals Sending, publishing, changing records, purchasing and deleting require [approval route]. Automated actions need a separately documented scope, access boundary and stop procedure.
5. Transparency Follow [organisation/client/professional requirements] when explaining AI use. Do not describe generated or unverified work as independently researched, approved or human-authored when that would mislead.
6. New tools and use cases Submit [request information] to [owner] before adding a tool, integration, sensitive information category or consequential use. Record the decision and conditions.
7. Incidents Stop the affected workflow and contact [incident contact] if information is exposed, permissions are exceeded or a material error reaches another person. Preserve relevant records under the incident process.
8. Ownership and review [Owner] maintains the approved-tool register, exceptions and review schedule. Recheck this policy when tools, contracts, work or obligations change.
ADAPTATION NOTE This is a starting template, not legal advice or a compliance guarantee. Replace every placeholder and obtain the appropriate organisational, legal, security and professional review before adoption.
Keep these in view
- 01
Set tool and account boundaries.
- 02
Define permitted information and review.
- 03
Separate drafting from actions.
- 04
Name an owner, incident route and review date.
Practical governance resource
Explain what a review means.
“Check the answer” is not enough for consequential work. A reviewer needs the sources and criteria: verify the figure in the accounting system, read the cited authority, confirm the current policy version or obtain approval before a message is sent.
The level of review follows the task. A draft internal agenda and a customer commitment do not carry the same consequence. Define the decision that stays with a person and provide a clear stop when evidence is unavailable. Do not rely on confidence of wording as an accuracy signal.
Next: Roll it out through a real exercise.Practical governance resource
Roll it out through a real exercise.
Ask staff to apply the policy to three examples: an ordinary permitted task, a task with restricted information and a new tool request. If two reasonable people reach different answers, clarify the rule before rollout.
Training should teach the escalation path, not just ask everyone to acknowledge a document. Managers need to see whether the rule works in their actual workflow. Make it easy to find the approved register and report a mistake without inventing a workaround.
Next: Keep local obligations with the right owner.Practical governance resource
Keep local obligations with the right owner.
Privacy, employment, professional, contractual and sector requirements vary by organisation and jurisdiction. This global template deliberately does not claim that one rule satisfies every market. Your responsible advisers decide the requirements and how they affect the operating policy.
Review when the tool, contract, permitted information or workflow changes, not only on a calendar anniversary. Retain the version and approval history so a later reviewer can understand which rule applied at the time.
From knowing to doing
Put the thinking to work.
- 01
Define the requirement
Write down the task, owner and information boundary.
- 02
Check the evidence
Review current primary sources and test representative work.
- 03
Make the decision
Record assumptions, responsibilities and the next review.
What you take forward
A practical decision framework.
Explicit information and review boundaries.
Before we talk
Good questions.
Clear answers.
Can we use this policy as-is?
No. Replace the placeholders, confirm it matches your actual tools and work, and obtain the relevant organisational and professional review.
Does a policy make an AI system compliant?
No. A policy is one part of governance. Access, contracts, review, records, training and the actual operation of the system also matter.
Can Paloren help implement the policy?
We can scope practical policy design, training and workflow controls. Specialist legal advice and independent assurance remain separate responsibilities.
Sources and verification
Primary references supporting the product or professional context. Paloren recommendations are our own; a link does not imply endorsement or certification.
Now, let us hear your side.
