You need a free generative AI acceptable use policy. Generative AI tools like ChatGPT and Gemini are changing how businesses operate, helping automate tasks, spark creativity, and boost efficiency. Yet, like any powerful tool, AI brings risks, such as privacy breaches, misuse, and copyright issues. Companies can easily face legal and ethical problems without a clear plan, leading some to ban generative AI outright. Instead of blocking generative AI’s potential, a better option is to use a generative AI acceptable use policy (AUP). This article provides a free template to help your business use generative AI safely and wisely and explains how to use it.

Overview of our free generative AI acceptable use policy template

Our free generative AI acceptable use policy template is designed to help businesses use generative AI tools safely, ethically, and competently. The key areas covered include:

  • Responsible and ethical use: Promotes innovation while reducing risks.
  • Data protection and security: Helps ensure your organisation follow privacy laws and protects sensitive data.
  • Transparency and disclosure: This lets you clearly explain when your organisation uses AI-generated content.
  • Legal compliance: Assists you in keeping generative AI use aligned with laws and industry standards.

The aim is to provide a clear and actionable guide to help businesses benefit from generative AI without compromising safety or legality.

Who should use our generative AI AUP template?

Our free generative AI acceptable use policy suits various types of businesses and departments, particularly those looking for clear entry-level guidance on using generative AI or those starting on their generative AI journey, such as:

  • Small and medium-sized enterprises (SMEs): Offers an free and easy way for SMEs to start integrating generative AI tools into their operations safely without initial legal costs.
  • Startups and tech firms: Helps these companies handle legal risks and use generative AI more responsibly as they innovate.
  • Marketing, HR, and customer service teams: Where generative AI can help create content and support customers, a clear policy helps manage risks and stay compliant.

However, the template may not suit:

  • Highly regulated industries (e.g., finance, healthcare): These sectors often need extra legal advice due to complex regulations.
  • Businesses heavily reliant on generative AI: Firms using generative AI for critical operations should seek tailored legal guidance.

Key elements of the generative AI AUP template

A firm policy is essential to manage AI use effectively. The template includes the following key sections:

  • Purpose and scope: This section outlines why the policy is needed and to whom it applies. It covers all employees, contractors, and any third-party vendors using generative AI tools provided by the organisation.
  • Guidelines for using AI tools: The policy lists approved kinds of generative AI tools and sets rules for their use.
  • Data privacy and confidentiality: Generative AI tools often need data inputs, which can pose privacy risks.
  • Intellectual property and copyright: The policy provides guidelines for respecting copyright and intellectual property.
  • Bias and accuracy: Generative AI can sometimes reflect biases from its training data and the policy includes ways to mitigate against this.
  • Employee training: The policy recommends regular training to ensure responsible generative AI use.
  • Reporting misuse: The policy includes a straightforward process for reporting problems.

Benefits of using our generative AI AUP template

The AUP template offers several advantages:

  • Reduces risk: Clear rules help prevent legal issues like data breaches and copyright violations.
  • Promotes innovation: Strives to help your personnel use generative AI confidently and effectively while staying compliant.
  • Easy to adapt: The flexible template allows businesses to update it as generative AI technologies and laws change.

How to implement the generative AI AUP in your business

Rolling out a generative AI policy effectively requires careful planning:

  • Involve key stakeholders: Get input from legal, compliance, IT, and department leaders to cover all necessary viewpoints.
  • Communicate the policy: Share the policy widely and ensure your personnel understand it. Consider holding training sessions or workshops to explain the guidelines.
  • Regularly review and update: As generative AI technology evolves, so should your policy. Set up regular reviews to check its effectiveness and make updates as needed.

How to get the free generative AI acceptable use policy

Download the generative AI acceptable use policy template from our website here. The template includes a disclaimer stating it is general guidance and should be customised with legal advice to fit your needs.

Actions you can take next

Generative AI can benefit businesses significantly, but only with the proper safeguards in place. This free AUP template helps you set clear, practical guidelines for using AI safely and responsibly. With this policy, you can use AI effectively while avoiding legal and ethical risks. You can: