AI use at work policy template (free download)

Why you need a written AI policy

Article 4 of the EU AI Act requires deployers to ensure AI literacy among staff. A written policy is part of that — it tells employees what is and isn't allowed, and shows an auditor that you've taken the obligation seriously.

What the template covers

The free AI-use policy template (lite version) includes:

• Scope: who the policy applies to and which tools are covered
• Approved tools: which AI tools employees may use
• Prohibited uses: what employees must not do with AI (e.g., entering client data into public tools)
• Data rules: what information can and cannot be shared with AI tools
• Output review: expectations for checking AI-generated content before use
• Incident reporting: how to report AI-related problems

How to use it

1. Download the template
2. Replace [Company] with your company name
3. List your approved tools
4. Adjust the data rules to match your industry
5. Publish it to your team
6. Log that staff have read it (add to your training record)

What the full version includes

The free template is a lite version. The Literacy Pack (€99) includes a full 6-page AI-use policy with:

• Detailed data handling rules
• Incident reporting workflow
• Review cadence section
• Manager responsibilities
• Integration with the training record log
• Rollout checklist