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Free staff AI policy generator

Answer a few questions about the AI tools your staff use and the information you hold. You'll get an AI acceptable use policy written for your business, ready to edit, copy or download.

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Staff AI use policyVersion 1

Personal and free accounts

Do not use personal or free AI accounts for work, even for tasks that seem harmless. We cannot manage, secure or audit them, and some use what you type to train their models.

Information that must never go into an AI tool

Unless the Operations Director has approved a specific tool and use in writing, never enter:

  • personal information about customers or clients
  • staff and HR records
  • passwords, API keys or other login details
  • client-confidential or legally privileged material
Owner
Operations Director
Next review due
November 2027
An example of what the generator writes. Yours is built from your answers.

Create your staff AI policy

It takes about three minutes. The policy appears on this page as soon as you press the button.

Your business

AI tools

Which AI tools are approved for work?

Tick any you provide through a business account. Leave them all unticked if you haven't approved any yet.

Can staff use personal or free AI accounts for work?
Who approves a new AI tool?

Information

What must never go into an AI tool without specific approval?

How AI is used

Does AI help make decisions about people, such as hiring, performance, credit or pricing?
What do you tell clients about AI use?
Will staff complete AI training before using approved tools?

Ownership

Your details

Your answers and details go to Vu so we can see who used the generator, and Phil or Alex may get in touch about tailoring it. Privacy policy

If in doubt, leave it out.

A line from every policy the generator writes. Short, specific rules like this one are what staff remember when they're about to paste something into a chatbot.

What a good staff AI policy does

Names the tools

Staff know exactly which accounts to use. Anything not on the list is not approved, which closes the gap personal accounts leave open.

Keeps sensitive data out

A short, specific list of what never goes into AI, from customer records to passwords, is easier to follow than a general warning about confidentiality.

Keeps a person responsible

Whoever uses AI output owns it. Decisions about people get human review, and mistakes are reported quickly rather than hidden.

Want it tailored to your business?

We can adjust the policy with you, set up the approved tools with safe settings and run a short training session for your staff.

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AI policy questions

Do we need a staff AI policy?

If anyone uses AI for work, yes. Without one, each person decides which tools to use and what to paste into them. A policy that names approved tools and the data that must stay out of them removes most of the risk and gives you something to show customers who ask.

What should an AI acceptable use policy include?

The approved tools, the rules for personal accounts, the information that must never go into AI, how to check AI output, rules for decisions about people, what to tell clients, how new tools are approved, training, how to report mistakes and who owns and reviews the policy.

Can staff use the free version of ChatGPT for work?

Consumer plans of many AI tools can use what you type to improve their models unless the user switches that off, and the business can't manage or audit personal accounts. That is why most policies limit work use to business plans with data controls, or allow free tools only for public information.

Does the policy cover UK GDPR?

It covers the main points: keeping personal data out of unapproved tools, impact assessments and human review for decisions about people, and reporting mistakes quickly, because some personal data breaches must be reported to the ICO within 72 hours.

Is the generated policy legal advice?

No. It is a starting point written from your answers. Read it, adjust it to how your business works and take legal advice if you need to. We can tailor it with you and set up the approved tools to match.

What happens to my answers?

The policy is built in your browser. Your answers, name, email and company are sent to Vu so we can see who used the generator, and Phil or Alex may get in touch to ask whether you want help tailoring it. See our privacy policy for how we handle your details.

How often should we review the policy?

At least once a year, and sooner when you approve a new tool, start using AI in a new way or the law changes. AI tools add features quickly, so many businesses review every six months.