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AI Use Policy Kit
A fill-in AI policy for your small team, plus everything you need to put it in place: a staff poster, a sign-off form, an approved-tools register and a ready-to-send rollout email.
If your team already uses AI chat assistants, or the AI features built into apps you pay for, the real question isn't whether to allow it. It's whether everyone knows which tools are OK, what must never be pasted in, and who checks the output before it reaches a customer. This kit puts those answers in writing, in plain English, so nobody has to guess.
What's inside
- The AI Use Policy (ai-use-policy.docx to edit, ai-use-policy.pdf to read): 6 pages in the PDF, with fill-in brackets throughout. Covers who the policy applies to, approved tools, a 12-item "never paste" list (plus a space for items specific to your business), what's OK to paste, who approves new tools, checking AI output, labeling AI-written customer messages (two options to choose from), privacy and data retention, a 5-step plan for when something goes wrong, the review date and staff sign-off. It ends with a settings checklist for ChatGPT, Claude, Gemini (personal and Google Workspace) and Microsoft Copilot (work and personal), as those providers' help pages read on Oct 24, 2026.
- The staff one-pager (staff-poster.pdf): "AI at work: 5 do's, 5 don'ts", one printable page for the break room or your staff chat.
- The sign-off form (staff-acknowledgment.pdf): one printable page, one copy per person, with signature and date lines and a "for the company" box.
- The approved-tools table (approved-tools-register.xlsx to fill in, approved-tools-register.pdf to print): 20 rows for tool, plan, who approved, data allowed, settings and limits, date reviewed and notes. The spreadsheet has a data-level drop-down, a "review due" highlight, a how-to tab and two fictional example rows.
- The rollout email (rollout-email.docx and rollout-email.txt): a short, ready-to-send email introducing the policy to staff, with fill-in brackets. The plain-text version pastes straight into your email app.
- The roll-out guide (how-to-roll-it-out.pdf): two pages. The 30-minute plan, a 10-minute huddle running order, plain answers to the questions staff often ask, and how to keep the policy current.
- README (README.md): start-here notes, the file list and the official pages the kit was checked against.
Fill-in brackets look like [COMPANY NAME], so you can find and replace them in the Word files.
The settings checklist comes from the official OpenAI, Anthropic, Google and Microsoft help pages, and the "if something goes wrong" steps draw on the FTC's free business guides (all checked Oct 24, 2026). The README lists every page.
AI providers change their plans and settings often. The kit tells you to re-check each tool's own privacy page when you fill in the register and every time you review it.
For small business owners whose teams already use AI, or are about to
Best for: Owners and managers of small businesses (roughly 2 to 50 people) who want clear, written rules for AI chat assistants and the AI features inside everyday apps like email, documents, design and accounting. No tech skills needed: you fill in brackets, check boxes and send one email.
You'll need: Word or another app that opens .docx files, a spreadsheet app that opens .xlsx files (Excel, Google Sheets or Numbers), a printer for the poster and sign-off forms, and a list of the AI tools your team uses today.
One zipped folder: Word (DOCX), PDF, Excel (XLSX), plain-text (TXT) and Markdown (MD) files. US Letter, printable.
Skip it if
You want someone to write or set up the policy for you. This is a do-it-yourself kit, not a service. Also skip it if you need a policy reviewed for a specific law or industry rule; that's a job for your attorney.
What you get out of it
- Clear rules your staff can actually follow. A one-page poster and a 12-item "never paste" list turn "be careful with AI" into specific do's and don'ts.
- One place that says which tools are OK. The approved-tools register records each tool, the plan you use, who approved it, what data may go into it and when it was last reviewed.
- Fewer judgment calls on the spot. Staff know to strip out names before pasting, read every word before it goes out, and ask before trying a new AI feature.
- A plan before anything goes wrong. Five plain steps for "I pasted something I shouldn't have", written so people report mistakes fast instead of hiding them.
- Honest with customers by design. Choose between two labeling options for AI-written messages, and a standing rule that staff always tell the truth if a customer asks whether they're talking to a person.
- Rolled out, not just written. The rollout email, the huddle running order and the sign-off form take the policy from a file on your computer to something your team has read and signed.
- Settings you'd otherwise have to hunt for. The appendix points to the training, retention and admin settings to check in ChatGPT, Claude, Gemini and Microsoft Copilot.
How it works
- Download the zipped folder and open how-to-roll-it-out.pdf.
- List the AI tools your team already uses and pick a policy owner.
- Fill in the brackets in the policy and choose your customer-labeling option.
- Add each approved tool to the register and check its settings.
- Send the rollout email with the policy, poster and sign-off form attached.
- Run the 10-minute huddle and collect the signed forms.
Questions
Is this legal advice?
No. It's a starting point written in plain English. Have your attorney review it if you handle health, legal or financial data, or if your industry, your contracts or the places where you do business have their own rules about customer data or automated tools.
Does this cover every AI or privacy law that applies to my business?
No kit can promise that. What you need depends on your industry, your state and your contracts. The kit gives you clear written rules, a record of approved tools and signed staff acknowledgments, and it flags where to ask your attorney.
Which AI tools does it cover?
The policy works for any AI tool, including AI features built into apps you already use. The settings checklist names ChatGPT, Claude, Gemini (personal and Google Workspace) and Microsoft Copilot (work or school, and personal), and leaves a row for any other tool you use.
Can I edit it?
Yes. The policy and rollout email come as Word files and the register as an Excel spreadsheet, all with fill-in brackets. The staff poster and the sign-off form are printable PDFs: print them and fill in your company details and signatures by pen.
How long does it take to roll out?
The roll-out guide plans it as about 30 minutes of your time (5 to prepare, 10 for the policy, 10 for the register and 5 to send and print), plus a 10-minute team huddle.
We're only a few people. Is this overkill?
It's written for teams of roughly 2 to 50. The poster and rollout email keep it short for staff, and you only fill in the parts that apply to you.
Do the AI settings stay current?
Providers change their plans and settings often. The checklist reflects each provider's help pages as they read on Oct 24, 2026, and the kit tells you to re-check each tool's own page when you fill in the register and at every review.
Do you set it up for me?
No. This is a digital, do-it-yourself kit with step-by-step instructions, not a consulting service.
How much is it, and how do I get it?
It's free. Tap "Get it free" and the zipped folder downloads right away. No payment and no account needed.
What if I get stuck?
Need help? Visit techcheatcodes.com/support/
Not legal advice. Have your attorney review it if you handle health, legal or financial data. Nothing in this kit says your business "complies" with any law.
Product and company names are used only to describe what the kit covers. Tech Cheat Codes isn't affiliated with or endorsed by any of these companies, and doesn't recommend one over another.