# Employee acceptable use policy for AI tools

> For reference purposes only. Not legal advice. Draft for review by a qualified professional.

> How to use this template. What staff may and may not do with AI tools, the data rules and how to raise a concern. Replace every [placeholder], delete guidance notes and have a qualified professional review the result. Template version 1.0, last reviewed 2026-10-03. Certainty: simplified.

## Approved tools

List the AI tools staff may use, who approves new ones and where the list lives: [location].

[Enter your text here]

## Allowed uses

Describe the tasks AI tools may help with, for example drafting, summarizing or research.

[Enter your text here]

## Prohibited uses

Describe uses that are not allowed, for example making final decisions about people without review.

[Enter your text here]

## Data rules

State which data may never be entered into external AI tools: [restricted data types].

[Enter your text here]

## Checking outputs

Explain that staff must check AI outputs for accuracy and fairness before relying on or sharing them.

[Enter your text here]

## Disclosure

Say when staff must tell colleagues, customers or applicants that AI was used.

[Enter your text here]

## Reporting concerns

Give the route for reporting problems, near misses and unapproved tools: [reporting route].

[Enter your text here]

## Certainty notes

- Simplified: a general starting point. Rules differ by region.

> For reference purposes only. This site offers general guidance for learning and planning; it is not legal advice and creates no lawyer-client relationship. Rules change often, so check the primary sources and qualified counsel before you act.