Free Template · Word + PDF
The AI Acceptable Use Policy Template
Your team is already using AI. Give them clear rules in an afternoon, not a quarter. A ready-to-edit, 10-page policy built on the NIST AI Risk Management Framework, written in plain English for growing organizations.
- 21 policy sections plus 4 ready-to-use appendices
- Data rules, risk tiers, and AI agent guardrails, in tables you can tailor fast
- Editable Word file with every placeholder highlighted
- Mapped to the NIST AI RMF and compatible with ISO/IEC 42001
It's yours.
Your download should start automatically. We've also emailed you both versions.
What's Inside
Everything a governance-ready AI policy needs, organized so you can tailor it in a few hours.
Approved Tools & AI Register
A four-status model (approved, conditional, not approved, prohibited) and a register template to track every tool, owner, and review date
Data Rules Matrix
Exactly which data classes may go into which tools, from public content to restricted data like PHI, payment cards, and credentials
Risk Tiers & Approvals
Low, moderate, and high tiers with examples and the approval each one needs, so low-risk ideas move fast
AI Agent Guardrails
Least privilege, approval gates for money and commitments, spending limits, logging, kill switches, and prompt-injection testing
Human Oversight Rules
Who reviews AI output, what they check, and when a person must approve before anything takes effect
Roles & Accountability
Executive sponsor, AI governance lead, review group, and system owners, scaled for teams that don't have a governance office
Vendor AI Checklist
The questions to ask before approving an AI vendor or switching on a new AI feature in software you already use
Incident Reporting
What counts as an AI incident, who to tell, and how fast, with a no-retaliation commitment for good-faith reports
4 Ready-to-Use Appendices
Use-case intake form, AI tool register, employee acknowledgment, and a NIST AI RMF crosswalk
Built For Teams Like Yours
Owners & Executives
You know staff are using ChatGPT and other tools. You want guardrails without banning the productivity.
Ops, IT & Security Leads
You've been handed "figure out our AI policy" on top of your day job, and you need a credible starting point now.
Compliance & HR
Customers, insurers, and auditors are asking about AI controls. You need written rules and signed acknowledgments.
Teams Deploying AI Agents
You're connecting AI to email, CRMs, or payments, and need clear rules on what it may do without a human.
Common Questions
Is this really free?
Yes. Download it, edit it, and use it inside your organization. We share it because most of our governance clients start exactly here.
How long does it take to customize?
Most teams have a working draft in two to four hours. Start with the data rules (Section 7) and risk tiers (Section 10). They carry most of the weight.
Is it legally compliant?
It's a well-structured starting point aligned to the NIST AI RMF, but it isn't legal advice. Have your counsel review the final version, especially in regulated industries.
Is a policy enough?
It's the foundation, not the finish line. The policy tells people the rules; governance makes the rules stick inside your AI systems through permissions, approval steps, logging, and monitoring. That's what our AI governance service builds.
Want Help Rolling It Out?
We'll tailor the policy to your business, inventory the AI you already use, and build the controls that enforce it.