Tool
Free
Build an AI Acceptable Use Policy
Ten questions, about five minutes, and a real document for your company at the end.
Getting started
Your documents
Your policy is written.
Your policy is written.
Now make sure it is true.
Where should we send it?
Both documents download straight away, and a copy goes to your inbox so you can forward it.
We use this to send your documents and follow up once. We'll receive a copy of your gap report so we can follow up with you about it.
Ready to download
The policy is a Word file you can edit. The gap report is a PDF to read and pass on.
Both files download straight to your machine. Nothing opens in a new window.
This is a starting template, not legal advice. It reflects common practice, not a determination about your obligations. Have counsel review it before you adopt it, and remember that a written policy does not enforce itself. The controls in your Microsoft 365 tenant do.
What you get
A Policy Your Team Can Actually Sign
Not a generic template with your name dropped in. The document is assembled from your answers, so a 12-person firm with no approved tools gets a different policy than a 200-person practice handling patient data.
Written for your situation
Between 13 and 16 sections depending on what you tell us. Regulated work adds compliance clauses. Hiring with AI adds an employment section. Accounting and construction each get a section written for that trade. Nothing appears that does not apply to you.
Ready to circulate
An approval block, an acknowledgement page and signature lines, so it goes from download to signed without anyone reformatting it. A real Word file, not a web page saved as one.
Written to stay true
No statute names, no effective dates. AI law has been passed, blocked and repealed inside a single year, and a stale citation is worse than none. Every clause is an obligation that holds regardless.
Here is what a finished set looks like, for a 40-person accounting firm.
A sample, not a template. Your answers change which sections appear and what they say.
The part most templates skip
A Policy Is a Claim About Your Environment
Every line in it assumes something is true where you work. A questionnaire cannot check any of it, so the second document lists what your policy is taking on faith.
- Which AI tools are actually in use. Your policy lists what is approved. It cannot show what staff already signed into with a company account, and in most organizations the real list is longer.
- Whether the controls behind it exist. Blocking unapproved services, flagging sensitive data on its way out, retaining conversations. Each depends on which Microsoft 365 plan you hold, and plans get assumed rather than checked.
- What has already left. The policy governs from the day you adopt it. It says nothing about what has been pasted into a public tool before then.
- Whether your agreements carry it. Ownership of AI-assisted work relies on your employment and client contracts being broad enough, which is a question for counsel rather than a checkbox.
The full list comes with your policy. It is a companion report, not a sales document, and it says plainly that these are things to verify rather than problems we have found.
Not sure which of these are true where you work?
Fifteen minutes on a call and we will tell you which ones we can check quickly, which need a proper look, and which are questions for your lawyer rather than your IT provider.
Questions
AI Policy Builder Questions, Answered
Is this really free, and what is the catch?
It is free, and the policy is yours to keep, edit and adopt.
Answering the questions costs nothing and takes no account. We ask for a name and a work email at the end, when you want the files, and we use it to send them and to follow up once. We also receive a copy of your gap report, so that follow up can be about your results.
The catch, stated plainly: the companion report lists things about your environment that we would be well placed to check for you. You are under no obligation to ask, and the policy is useful either way.
Does AI write the policy?
No. Every clause is written in advance and selected by rule from your answers.
The same answers always produce the same document. There is no model call at any point, which is why it is instant and why the legal language cannot drift or invent itself.
Can I adopt this without a lawyer?
It is a starting template, not legal advice, and the document says so.
It reflects common practice rather than a determination about your obligations. Have counsel read it before you adopt it, particularly the regulatory sections and anything touching hiring.
What happens to my answers?
Your answers stay in your browser. We receive a copy of the gap report built from them.
When you ask for the files we take your name, email and company so we can send them and follow up once. We also keep a copy of your gap report, the same document you download, so that conversation can be about your results. It is held privately for our team and deleted after 90 days.
How long does it take?
About five minutes.
Ten multiple choice questions, and you can skip any you are unsure about. Where you skip, the document says what it had to assume rather than quietly guessing.
Find Out Which of Those Gaps Are Real
The policy is the easy half. We check your environment against what it assumes, so you know which assumptions hold and which need work.