AI policy template for ChatGPT, Copilot and company AI tools
A practical starting document for internal AI usage rules: what is allowed, what is restricted, how data should be handled and how policy becomes reusable evidence for customer or security questionnaires.
This template is not legal advice, certification or a compliance guarantee. It is a practical baseline for internal adaptation.
What the template covers
Rules for allowed, restricted and prohibited AI use.
Basic data rules: what should not be entered into AI tools and when approval is needed.
Connection to employee acknowledgements (ACK).
Connection to AI literacy evidence, AI tools inventory, risk baseline and audit trail.
Why a PDF policy is not enough
A customer or security reviewer often asks more than “do you have a policy?”. They ask who acknowledged it, who completed training, which tools are used and whether evidence can be exported.
BateAI turns policy into an evidence workflow: policy → ACK → AI literacy evidence → tools inventory → risk baseline → Evidence Pack.
How to use it with BateAI
Add your approved AI tools and data rules.
Publish the policy and collect employee ACK.
Connect AI literacy training and completion evidence.
Maintain AI tools inventory and a lightweight risk baseline.
Export an Evidence Pack for customer, security or internal review.
Example link to Evidence Pack
Do you maintain an AI usage policy for employees?
Yes. The organization maintains an AI policy, employees acknowledge it, and supporting evidence is available in the BateAI Evidence Pack.
policy_current.md policy_ack_summary.csv training_coverage_summary.csv ai_tools_inventory_snapshot.csv audit_digest.csv
The Evidence Pack confirms recorded workflows in BateAI. It does not independently verify every employee action outside recorded processes.
FAQ
Is this legal advice?
No. This is a practical starting document for internal AI usage rules. It is not legal advice, a legal audit or a compliance certification.
Can we adapt it for ChatGPT or Microsoft Copilot?
Yes. The template is designed to be adapted to specific tools, teams, data rules and internal approval processes.
How does the template connect to evidence?
The minimum evidence set is current policy, employee acknowledgements, AI literacy evidence, AI tools inventory, risk baseline and audit trail.
Is it free to download?
Yes. The template is free to download as a starting point. The BateAI pilot helps turn the policy into an evidence workflow and first Evidence Pack.
Want to turn policy into reusable evidence?
The pilot creates your first AI Governance Evidence Baseline and Evidence Pack in 30 days.