Free tools / AI policy template
A free AI policy template for UK businesses.
A practical workplace AI usage policy for small and mid-sized businesses. Fill in the blanks, share the one-page summary with your team and get everyone signed off.
Free
Editable Word and PDF. Ten pages, including a staff summary and sign-off sheet.
What's inside
Fifteen sections, two appendices.
01
Purpose and scope
Who the policy covers, from staff to freelancers, and which AI tools and features it applies to.
02
Approved tools and accounts
A fill-in table for your approved AI assistant and other tools, with rules on company accounts and settings.
03
What may and may never be entered
A clear allowed, ask first and never table, covering personal data, client confidential data, special category data and credentials.
04
UK GDPR and data protection
Lawful basis, processing agreements, DPIAs, international transfers and decisions about people, in plain English.
05
Accuracy and human review
Why every output needs checking, and which work needs a second pair of eyes.
06
Intellectual property and copyright
What staff can put in, who owns what comes out, and how to respect client contracts.
07
Transparency, bias and fairness
Being open with clients, labelling automated replies and checking outputs against the Equality Act 2010.
08
Security and new tools
Prompt injection, AI powered scams, and an eight point checklist for approving any new AI tool.
09
Roles, training, breaches and review
Who owns what, how often people are trained, what to do when something goes wrong and when to review.
10
Staff summary and sign-off sheet
A one-page always and never summary to pin up, plus an acknowledgement sheet for everyone to sign.
Who it's for
For teams already using AI, with or without rules.
Owners and directors
Small businesses
You know your team already uses AI, and you want sensible rules in place without paying for a policy from scratch.
Ops, HR and compliance
Mid-sized teams
You need a policy that fits alongside your data protection, security and disciplinary policies, with clear owners.
Client service firms
Agencies and consultancies
Your clients are asking how you use AI with their data, and you want a straight answer you can show them.
Go further
A readiness review, a costed plan and a policy tailored to your business.
Get your team using approved tools safely and well.
Ten questions, a score out of 100 and three quick wins.
Questions
Questions about the
template.
Click a question to open it.
Yes. You get the full template as an editable Word document and a PDF. We ask for your email so we can send you the links, and we let our team know you downloaded it. There is no mailing list.
No. It is a practical starting point written for UK small and mid-sized businesses. Every business is different, so review it against how your team works and have a solicitor or data protection specialist check it before you adopt it, especially if you handle special category data or work in a regulated sector.
If anyone on your team uses AI tools for work, yes. Without one, people make their own rules about what they paste into AI tools, and client data or personal data can end up somewhere it should not be. A short, clear policy protects your clients, your staff and your business.
Yes. It covers lawful basis, data processing agreements, data protection impact assessments, transfers outside the UK, people's rights and decisions about people, and how to report a personal data breach to the ICO within 72 hours.
Most businesses can fill in the shaded fields and their approved tools list in an hour or two. The bigger job is agreeing the rules with your team, which is where training helps.
Yes. Our AI consulting includes a readiness review and a usage policy tailored to your business, and our AI training gets your team using approved tools safely and well.
Want a policy that
fits you?
We'll tailor your AI policy to the tools you use and the data you hold, then train your team to follow it.