AI Policy for Small Business: Free Template

If your team already uses AI tools, you already have an AI policy, even if you never wrote it down. Without one, each person decides for themselves what to paste into chatbots, which tools to trust and what to publish. A short written policy protects customer data, keeps quality steady and removes guesswork.

Quick Answer: What Should an AI Policy Cover?

Which AI tools and accounts are approved.
What information must never be typed into them.
When a person must check the AI’s work.
When you tell customers that AI was involved.
Who answers questions, handles problems and updates the policy.

Why a Policy Matters

Privacy: staff may paste customer details into tools that keep or train on data.
Accuracy: AI can state wrong facts very confidently. Google’s guidance says it is critical to manually fact-check and review AI-generated content.
Rules: some uses, such as hiring or healthcare messages, come with legal duties.
Consistency: customers should get the same quality no matter who wrote the message.

1. Approved Tools and Accounts

Make a short list of the tools your team may use, and ask people to use business accounts, not personal ones. Data handling is different on each plan. For example, OpenAI says it does not train on business data by default for ChatGPT Enterprise, Business, Edu and its API platform. Check the data terms of every tool you approve and write down the date you checked. Terms can change, so verify them on the vendor’s official website.

2. Information Staff Must Never Enter

Customer personal details, health information and financial data.
Passwords, API keys and private access links.
Confidential contracts and unpublished financial numbers.
Anything covered by a confidentiality agreement.

In healthcare in the US, HHS says a covered entity that uses a cloud provider to store or process electronic protected health information needs a business associate agreement with that provider, even if the provider only stores encrypted data. Treat any AI tool that touches patient data the same way until your adviser says otherwise.

3. Rules for Checking AI Work

A named person reviews all public content.
Every number, claim and quote is checked against your own records.
No AI-written reviews, testimonials or made-up customer stories. The US FTC’s rule on fake reviews covers reviews that falsely claim to be from someone who does not exist, such as AI-generated fake reviews, and allows civil penalties against knowing violators.

4. Telling Customers

Say clearly when a customer is talking to AI, such as a chatbot or voice assistant, and offer a way to reach a person. In some places the law requires this. For example, the EU AI Act asks that people are told at the first interaction with a chatbot.

5. Who Owns the Policy

Pick one person who is responsible for it. Review it every six months, and after any mistake or big tool change. Make sure staff can ask questions without feeling afraid of getting in trouble.

A Template You Can Copy

[Business name] AI Use Policy
1. We use only these AI tools: [list], through company accounts.
2. We never enter customer personal data, health data, payment details, passwords or confidential documents into AI tools unless [Owner] has approved the tool in writing.
3. A person reviews all AI-assisted content before it is published or sent. We check facts, prices and claims.
4. We do not create fake reviews, testimonials or identities with AI.
5. We tell customers when they are talking to an automated assistant and give them a way to reach a person.
6. Report mistakes or data concerns to [Owner] immediately.
7. This policy is reviewed every six months. Last reviewed: [date].

If you handle regulated data, ask a lawyer to review the policy.

Common Mistakes to Avoid

A policy nobody reads. Keep it to one page.
Banning AI completely, which only pushes people to use it secretly.
No training. Spend 30 minutes showing your team real examples.

When to Get Professional Help

For regulated industries or bigger teams, work with a privacy or legal adviser. GlobDigi can help you plan AI workflows around your policy. Start at our contact page.

Frequently Asked Questions

Do very small businesses need an AI policy?

Yes. Even a one-page version helps once more than one person uses AI.

Should I ban free AI tools?

Many businesses prefer approved business accounts because the data terms are clearer.

How often should I update it?

Every six months, and whenever your tools or the laws change.

Conclusion

A simple AI policy keeps customer data safe and your content accurate. Copy the template, change it for your business and walk your team through it.

Sources: Google Search Central; OpenAI business data; HHS: HIPAA and cloud computing; FTC fake reviews rule. Checked October 2026. This is general guidance, not legal advice.

How to Write an AI Policy for Your Small Business (Free Template)