AI Acceptable Use Policy
Editable policy template covering approved AI tools, prohibited uses, data handling, and governance. Aligned with EU AI Act requirements.
What's Included
Purpose & Scope
- Policy objectives
- Who it applies to
- What AI systems are covered
- Definitions
Permitted Uses
- Approved AI tools list
- Approved use cases
- Approval process for new tools
- Personal vs business use
Prohibited Uses
- Prohibited practices (Article 5)
- Data restrictions
- Output restrictions
- Misuse examples
Responsibilities
- User responsibilities
- Manager responsibilities
- AI owner responsibilities
- Compliance team role
Data & Privacy
- Data input guidelines
- Personal data handling
- Confidential information
- Third-party data
Governance
- Oversight requirements
- Incident reporting
- Policy violations
- Review schedule
Related Resources
AI Literacy Guide
Learn about AI literacy requirements under Article 4.
Read GuideProhibited Practices
Screen your AI uses against Article 5.
Run ScreeningTraining Tracker
Track policy acknowledgements and training.
Get TrackerFrequently Asked Questions
Why do we need an AI acceptable use policy?
An AI acceptable use policy helps ensure AI tools are used responsibly, in compliance with the EU AI Act, and aligned with company values. It protects both the organization and individuals from misuse.
Who should this policy apply to?
The policy should apply to all employees, contractors, and third parties who use AI tools on behalf of the organization, whether for internal operations or customer-facing purposes.
How often should the policy be reviewed?
Review the policy at least annually, or whenever there are significant changes to AI tools, regulations, or organizational use of AI. The EU AI Act timeline may trigger updates.
How do we enforce this policy?
Enforcement typically includes training, acknowledgement requirements, monitoring, and clear consequences for violations. Link it to your existing HR policies and disciplinary procedures.
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