Posted: 8th June 2026
How to create an AI Usage Policy in brief.An AI Usage Policy helps businesses establish clear rules for how employees use AI tools. A good policy should define which AI tools are approved, explain what information can and cannot be entered into AI systems, set expectations for human review of AI-generated content, address security, privacy, and compliance concerns, and clarify accountability for decisions made using AI. The goal isn't to stop people using AI. It's to make sure they use it responsibly and safely. |
Artificial Intelligence has quickly moved from a futuristic concept to an everyday business tool. Whether your team is using ChatGPT to draft emails, Microsoft Copilot to summarise meetings, or AI-powered software to automate tasks, the chances are that AI is already influencing how work gets done.
It's exciting! But also a little daunting.
Many businesses have embraced AI without stopping to consider an important question: What should employees be allowed to do with it? That's where an AI Usage Policy comes in.
80% of employees say their place of work has no clear guidelines for AI use.
Think of it as the rulebook that helps your team use AI confidently, safely, and effectively. Without one, you risk sensitive data being shared with public AI tools, inaccurate information being shared with your customers, and employees making decisions based on AI-generated content that hasn't been properly checked.
The good news? Creating an AI policy doesn't need to be complicated.
How to create an AI Usage Policy for your business
Start with your business objectives
Before writing any rules, take a step back and consider how AI fits into your business.
Consider why you want to encourage the use of AI. Are you trying to improve productivity? Help with daily tasks? Enhance customer service? Support content creation? Your policy should align with these goals.
If the policy is simply a list of ‘Don’ts’, employees are likely to reject the idea of working with AI. Instead, you need to position AI as a valuable business tool while establishing sensible guidelines.
The message should be: ‘We want you to use AI. Here's how to do it safely.’
Clearly define which AI tools are approved
Many businesses assume staff only use approved AI tools. In reality, employees often sign up for free AI services without informing IT.
Your policy should outline approved platforms and explain whether personal AI accounts can be used for work-related tasks.
For example, you may permit Microsoft Copilot, ChatGPT Enterprise, and AI features built into approved software, but clearly prohibit the use of unapproved public AI tools for handling business information.
Clear guidance removes uncertainty and helps employees make better decisions.
Establish data protection rules
This is arguably the most important section of any AI Usage Policy. Employees need clear instructions about what information can and cannot be shared with AI systems.
A recent survey found that 57% of employees using AI at work admitted to entering confidential company information into public AI platforms. The same research found that 68% were accessing AI through personal accounts rather than company-approved tools, creating growing shadow AI challenges for IT teams.
The exact requirements will depend on your industry and compliance obligations. But, as a general rule, organisations should prohibit the submission of customer information, financial records, confidential contracts, employee records, passwords, security credentials, and any commercially sensitive information unless specifically approved and protected.
If an employee isn't sure whether a piece of information should be entered into an AI tool, it probably shouldn't.
Make human oversight mandatory
One of the biggest misconceptions about AI is that it can operate independently without review. This couldn’t be further from the truth. AI-generated content should always be checked by a human before being used externally or for important business decisions.
Your policy should clearly state that employees remain responsible for the accuracy, legality, and appropriateness of any work produced with AI assistance.
AI can help create content, generate ideas, summarise information… but accountability still belongs to people.
Address bias and ethical considerations
AI systems are trained on enormous datasets, which means they can sometimes produce biased, misleading, or inappropriate outputs.
It’s important to address this in your AI Usage Policy with a simple statement encouraging employees to consider fairness, accuracy, and potential bias.
The key is ensuring that staff understand AI outputs can and should be questioned rather than blindly accepted.
Review your policy regularly
AI technology is evolving at an extraordinary pace. The policy you create today may need updating in six months.
Schedule regular reviews to assess:
- New AI tools entering the market
- Changes in legislation
- Security developments
- Emerging business requirements
Treat your AI Usage Policy as a living document rather than a one-time project.
We can help you move with the times
AI is transforming the way businesses operate. The organisations that benefit most won't necessarily be the ones using the most AI, but those using it right: with direction, guidance and safety measures.
If your business is introducing AI tools or reviewing its cybersecurity strategy and needs help establishing an AI Usage Policy, get in touch. We have experts on hand who can help make sure you get it right.
