How to Create an AI Acceptable Use Policy

by | Jun 24, 2025 | Cybersecurity, Technology and Innovation | 0 comments

How to Create an AI Acceptable Use Policy

AI adoption is rising fast—but so is risk. With tools like Copilot, ChatGPT, and Perplexity entering the workplace, many companies are moving forward without clear boundaries for how these technologies should be used.

The solution? An AI Acceptable Use Policy. It’s your frontline defense against data leaks, misuses, and compliance headaches—and a crucial step toward building trust in your AI strategy.

Here’s a practical blueprint to help you create one.

1. Define the Scope: What Does Your Policy Cover?

Start by identifying which parts of your business and tech stack the policy applies to:

  • Which AI tools are in scope? (e.g., Microsoft Copilot, ChatGPT, Jasper)

  • What kinds of data are relevant? (e.g., internal memos, customer PII, proprietary documents)

  • Which users or roles are covered? (e.g., all employees, just customer-facing teams, or only internal ops)

Example: You might allow Copilot for drafting internal emails but block the use of public LLMs for anything involving client information.

2. Determine Permissions: What’s Allowed vs. Off-Limits?

This section is your team’s quick reference guide. Be specific about:

  • Permitted Use Cases – e.g., summarizing meeting notes, generating internal reports, content ideation.

  • Prohibited Use Cases – e.g., uploading sensitive data, using AI tools to communicate externally, or attempting to “jailbreak” LLMs.

The clearer you are, the less confusion and accidental misuse you’ll face.

3. Plan Enforcement: How Will You Monitor and Respond?

No policy is effective without enforcement. Consider:

  • Monitoring – Use endpoint protection or data loss prevention tools to detect AI-related activity.

  • Audits – Conduct periodic reviews of usage patterns and tool access.

  • Consequences – Define what happens if the policy is violated: verbal warnings, retraining, or formal disciplinary actions.

Connect these steps to your existing compliance workflows—treat AI policy violations like any other breach of IT rules.

4. Publish & Train: Get Buy-In and Drive Adoption

Don’t just email the policy and hope for the best. Instead:

  1. Draft the policy in collaboration with IT, Legal, and HR.
  2. Publish it via your intranet or employee portal.
  3. Train your staff with live sessions and simple, accessible guides.

Reinforce it in team meetings, onboarding programs, and through short, visual quick-reference materials that employees will actually use.

Need Help Putting It All Together?

Creating an effective AI Acceptable Use Policy is part governance, part change management. If you’d like help drafting, enforcing, or training your team, we’re here to support you.

Reach out to KPI Team today to start building a policy that protects your business—and empowers your people.

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