Free generator · by AlphaIT
Free AI Use Policy Generator for Small Businesses
Answer a few questions and get a ready-to-edit AI policy for your staff: approved tools, the Green, Amber, Red rule for data, checking outputs, and a sign-off line.
Your AI use policy
Edit it below, then copy, download or print. This is a starting point, not legal advice.
What the policy covers
Short Enough That Staff Will Actually Read It
A good AI policy answers one question quickly: can I paste this in? Everything else supports that.
Approved tools
Which AI tools staff may use, signed in with work accounts, and how to ask for a new one.
The traffic-light rule
Green is fine, Amber needs approval, Red never goes into AI: client and employee personal information, health and banking details, passwords.
Checking outputs
AI drafts, people decide. Every fact, number and name is checked, and AI never makes decisions about people.
Privacy law
A plain reference to Alberta or BC PIPA, or PIPEDA, plus the Health Information Act for clinics.
Reporting mistakes
A no-blame rule for reporting the same day, which is how you find problems while they’re still small.
Review date
AI tools and their terms change fast, so the policy has an owner and a review cycle.
Rolling it out
A Policy Only Works if Staff Have a Safe Tool to Use
If the approved option is clumsy, people go back to free apps on their phones. Give them a work account that’s easy to use, such as Copilot Chat in Microsoft 365, and the policy follows naturally.
Our full guide covers the reasoning behind each section and a one-week rollout plan.
Frequently asked questions
AI Policy Generator FAQs
About the policy and how to use it.
Do small businesses need an AI policy?
Yes, if anyone on your team uses ChatGPT, Copilot or Gemini, and most already do. Without one, client or employee information ends up in personal AI accounts you don’t control.
Is this AI policy legally binding?
It’s a workplace policy, not a contract, and it isn’t legal advice. If you handle health information or work in a regulated profession, have it checked against your professional body’s rules and, if needed, by your lawyer.
Should we just ban AI tools?
Bans tend to push use onto personal phones where you can’t see it. Approving one safe work tool and setting clear rules usually works better.
Which AI tools are safe for business data?
Business versions signed in with work accounts, such as Microsoft 365 Copilot Chat, ChatGPT Business or Enterprise, Claude for Work and Gemini in Google Workspace, offer stronger data terms than free consumer accounts. Check each vendor’s current terms before approving it.
Can I edit the generated policy?
Yes. Edit it right on the page, then copy it into Word or Google Docs, download it as a text file, or print it.
Is anything I type stored?
No. The policy is generated in your browser and nothing is sent to us.
AI setup and staff training
Want AI Rolled Out Safely, Not Just Written Down?
We set up Copilot and other business AI tools with the right permissions, and train your staff on what’s Green, Amber and Red.
780-318-0149
Edmonton, AB · serving the Edmonton region