For offices with no IT department
An AI policy your staff will actually read.
A fill-in-the-blank acceptable-use policy for small businesses. Replace a handful of bracketed words, print it, and hand it out at your next staff meeting — in about thirty minutes, with no outside help.
Launch price — goes to $5 after the first 500 copies.
- Word + fillable PDF
- About 30 minutes
- Instant download
What you get
- Editable Word file
- Fillable PDF
Never enter
- Customer or patient names
- Account numbers & passwords
Why this exists
You have already seen it happen.
Someone at the front desk pastes a customer’s complaint email into a free chatbot to help word a reply. The name, the policy number, the phone number all go with it. The reply is honestly pretty good.
You are the one who notices. You are not sure whether it is a problem, where that information goes, or what to say about it — because the help was real.
Two weeks later the cyber insurance renewal asks whether you have a written policy for AI tools. You leave it blank.
Then you go looking. The templates online are fourteen pages long, written for companies with an AI governance committee. Asking a chatbot to write one gets you something so generic you cannot tell what it asks anyone to do. And “just don’t use AI” lasts about a week — people switch to their phones and stop mentioning it.
This template starts from what is actually true: your staff are going to use AI, it helps them, and your job is to keep customer information safe. Not to be the fun police.
Cyber insurance renewal · Section 4
Does your organization have a written policy governing the use of artificial intelligence tools?
With this template the honest answer becomes yes — with a document to attach.
“Clear yes-and-no lists, in words you could read out loud at a staff meeting.”
Inside you'll get
Seven short sections, in plain words.
Short enough that someone reads the whole thing before the meeting ends. Specific enough that nobody has to guess what it means.
- 01
Purpose and scope
One short paragraph. No mission statement, no governance framework.
- 02
Approved AI tools
A table you fill in: which tools, which account, what each one is approved for.
- 03
What you can put into AI tools
Two plain lists side by side — OK to use, and never enter.
- 04
Using AI output responsibly
Four rules, including: a person approves anything that goes to a customer.
- 05
Not allowed
Six specific things, spelled out. No “use good judgment.”
- 06
Accounts, security, and new tools
Company accounts, two-step sign-in, and how to ask before trying something new.
- 07
Mistakes, questions, and review
What to do when something slips, and when the policy gets looked at again.
A signature page
Collect signed acknowledgments the same week.
Editable Word file
Type into the brackets and add your tool names.
Fillable PDF
Fill it on screen or print it and use a pen.
Everything is sized for an office of about five to twenty-five people — one person in charge of it all, no IT department, no compliance officer, no budget line.
From people like you
Bought it on a Tuesday. Handed it out on Thursday.
“I read the whole thing once and understood every line. The two lists are what made it usable — I printed them and taped them next to the front desk.”
Dana W.
Office manager, insurance agency
“Our insurer's renewal form had a box for AI policy. This let me tick yes and attach something real instead of leaving it blank.”
Marcus T.
Owner, dental practice
“It didn't tell my staff to stop using AI, which they wouldn't have done anyway. It told them what not to paste in. Much easier conversation.”
Priya R.
Partner, small accounting firm
A real page from it
The one rule that matters, stated plainly.
Section 3 is the heart of the policy. It replaces “use good judgment” with two lists anyone can follow — and a simple fix when they are not sure.
Section 3 · What you can put into AI tools
If you wouldn’t post it on our public website, think twice before pasting it into AI.
OK to use
- Public information and published materials
- General questions and how-to requests
- Your own drafts with private details removed
- Internal info marked OK by [NAME/ROLE]
Never enter
- Customer or patient names, addresses, phone numbers, account numbers
- Social Security numbers, card numbers, passwords, or login codes
- Health, legal, or financial records
- Employee HR or payroll information
- Contracts, pricing, or anything under NDA
When in doubt, remove names and numbers first (“Customer A” instead of a real name), or ask [NAME/ROLE].
Being honest
What this is, and what it isn't.
This is
- Plain English you can read out loud at a staff meeting
- Sized for a twelve-person office, not a corporation
- Clear yes and no lists instead of “use good judgment”
- Written for the person who also orders the toner
- Thirty minutes from download to finished policy
This isn’t
- Fourteen pages of governance language
- A ban on AI, or a lecture about it
- Legal advice, or a substitute for a lawyer
- A generic document with your company name swapped in
- Something that assumes an IT department or a budget
One honest line, kept in the template: this is a starting point, not legal advice. Businesses in regulated fields — healthcare, legal, finance — should have it reviewed against their own obligations, such as HIPAA or client confidentiality rules.
Who it's for
The office where one person handles everything.
- Insurance agencies
- Dental offices
- Accounting firms
- Medical practices
- Law practices
- Property managers
- Nonprofits
- Contractors
- Bookkeeping shops
- Any office under 25 people
Before you buy
The three things people ask first.
Straight answers, because a $2 template should not need a sales call.
Will my staff actually read it?
That was the whole reason this is seven short sections instead of fourteen pages. In practice nobody memorizes a policy: they remember the two lists in Section 3 and the six things under “Not allowed.” Print those two pages and tape them where people sit. The signature page turns it into a five-minute staff-meeting conversation rather than a memo nobody opens.
If something goes wrong, will this actually protect me?
It won't undo a mistake, and it isn't insurance or legal advice. What it does is real, though: it shows written intent and a specific rule people were told to follow. That is the document insurers, clients, and auditors ask for — and it's the difference between a mistake and a mistake you had no policy about. If you're in a regulated field, have it reviewed against your own obligations.
Why not just write one myself, or ask ChatGPT?
You could — and you'd spend an afternoon editing generic output that says “use good judgment” and bans nothing in particular. What you're paying $2 for is the specifics: the two-sided list, the six named prohibitions, the approved-tools table, and the signature page. Download it, fill in seven brackets, done before your next meeting.
Get the template
Thirty minutes now. A short, clear plan for the rest of the year.
The vague worry turns into something you can hand over on a Tuesday and stop thinking about.
- 1
Fill in the brackets
Company name, your approved tools, who people ask. Seven blanks, most of them short.
- 2
Print it and sign it
Hand it out at a staff meeting and pass around the acknowledgment page.
- 3
Answer “yes” with confidence
Keep it with your insurance paperwork, or attach it when a client asks.
- Editable Word file
- Fillable PDF
- Signature page
- Instant download
The Small Business AI Policy Template
Word file + fillable PDF
Launch price
$2$5
- Editable Word file, so you can make it yours
- Fillable PDF for signatures
Launch price ends when the first 500 copies sell — then it’s $5.
Secure one-time payment. Both files included.
A starting point, not legal advice. Regulated fields should have it reviewed.