Three short documents are all most businesses need.

Organization: [Your organization]

Effective: [Month Year]

Approved by: [Name, Role]

Questions: [Name, Role, email]

1. Why this policy exists

We use AI tools to help us work faster and better. This one-page policy sets out

how our people may use them. It is short on purpose. If something here is

unclear, ask [Name] before you use the tool.

2. What you may use AI for

You may use approved AI tools to help with work such as drafting, research,

summarizing, analysis, administrative tasks and preparing content. AI helps you

do the work. It does not do the work for you, and it is never the final word.

3. Which tools you may use

Only these tools are approved for work use:

• [Tool name] - [what it may be used for]
• [Tool name] - [what it may be used for]

If you want to use a different tool for work, ask [Name] first.

4. Confidential information

Do not enter confidential, privileged or sensitive business or client

information into a public or unapproved AI tool. This includes client documents

and data, personal information about individuals, unreleased commercial

information, and anything covered by a confidentiality obligation.

Never enter passwords, security credentials, access keys or similar sensitive

access information into any AI tool.

5. A person reviews the work

Material AI-assisted work is reviewed by a person before it is sent, published

or relied upon outside the organization. The reviewer may change, reject or

disregard the AI output, and is expected to do so where it is wrong, unclear or

unsuitable. Check facts, figures, names, quotations and citations.

6. A person approves important decisions

Important recommendations, advice or decisions informed by AI receive human

approval before action is taken. AI does not make final consequential decisions

about people on its own. A person, not the tool, remains responsible for the

final work or decision.

7. Telling people about our AI use

Where AI substantially contributed to work provided to a client, disclose that

use where a reasonable client would expect to know. If a client or customer is

interacting directly with an AI assistant rather than a person, say so. If AI

played a meaningful role in a consequential decision about someone, tell them

AI was involved. Anything we say publicly about our AI use must be accurate.

8. If you are unsure

Ask [Name, Role] at [email]. Asking is always the right call.

For publication on your website. Adjust the wording to match how you actually

work.

We use artificial intelligence tools to assist with certain parts of our work,

such as research, drafting, summarization and administrative tasks. AI supports

our team rather than replacing human responsibility. Important work and

decisions are reviewed and approved by a person before they are acted upon or

shared externally. We do not enter confidential client information into public

or unapproved AI tools. Where AI plays a meaningful role in work provided to a

client, we disclose that use when appropriate.

Optional closing line for certified organizations:

[Your organization] is certified against the Ethicality AI Use Standard

(EAUS 2.0). Our certificate can be checked on the public Ethicality registry.

Short lines you can copy where they are needed. Use the one that fits the

situation.

On a deliverable

AI tools assisted in preparing portions of this material. The final content was

reviewed and approved by our team.

On a chatbot or AI assistant

You are interacting with an AI assistant.

On a decision about a person

AI tools were used to assist our team in reviewing this matter. The final

decision was made by a person.

In a proposal or engagement letter

We may use AI tools to assist with parts of this work, such as research,

drafting and summarization. All material work is reviewed by a person before it

is provided to you, and we do not enter your confidential information into

public or unapproved AI tools.