Our team is starting to use AI to generate client-facing proposals and deliverables, raising concerns about intellectual property and work quality. How do we write a straightforward policy that establishes who owns the output and how it must be verified before reaching clients?

Question

Tyler Smith · Accepted Answer

Your AI policy does not need to be a long legal document. It needs to be a practical set of rules that protects your brand and intellectual property while allowing your team to work faster.

First, establish a strict human-in-the-loop review policy. Every client-facing document, proposal, or deliverable generated with the assistance of AI must be thoroughly reviewed, edited, and approved by a human holding that seat on the Accountability Chart. The human is fully accountable for the accuracy and quality of the final output. No raw AI drafts should ever be sent directly to clients.

Second, define the ownership of the output. Clearly state in your policy that any work product generated by employees using company-approved AI tools is the sole intellectual property of your company. Employees must understand that AI tools are utilities to enhance their productivity, not co-authors who share ownership.

Third, specify which AI platforms are authorized. Require employees to use enterprise-grade accounts where data privacy settings are enabled, preventing the AI provider from using your proprietary proposals or client data to train their public models. By enforcing these rules, you keep your operations secure while boosting your team's throughput.