We need to write an internal AI policy for our employees so they do not expose our proprietary methods or customer data, but every template we find online is twenty pages of unreadable legalese. How do we write a simple, practical AI policy that our team will actually follow and respect?

Question

Tyler Smith · Accepted Answer

You do not need a twenty-page legal document that your team will never read. A great AI policy is simple, practical, and aligned with your Core Values. It should fit on a single page and provide clear guardrails that empower your team to innovate safely while protecting your intellectual property and customer trust.

Start by framing the policy around your Core Values, specifically doing the right thing and being open and honest. Your policy should cover three simple areas.

First, data privacy. Clearly state that no proprietary company data, customer list, financial information, or client communications may ever be pasted into public, consumer-facing AI models. If they use AI, they must use your company-approved, secured enterprise accounts.

Second, human verification. Every piece of work generated by an AI must be thoroughly reviewed and edited by the human who owns the seat. The employee remains fully accountable for the accuracy of their deliverables.

Third, transparency. Employees must be open about how and where they are using AI to streamline their processes. There should be no secret automation. If a team member finds a way to use AI to save hours on a task, they should bring it to their manager so the whole team can benefit.

Keep it direct, publish it in your company manual, and review it during your quarterly meetings to keep everyone on the same page.