Free Resource

Free AI Use Policy Template

A plain-English AI Use Policy your employees can actually understand — and your insurer will accept.

What's included

Acceptable use rules for AI tools (ChatGPT, Copilot, Gemini, and others)
Data classification guidelines — what employees may and may not share with AI tools
Intellectual property and confidentiality provisions
Employee acknowledgment and signature section
Aligned with NIST AI RMF, EU AI Act Article 4, and ISO 42001
Plain English — readable without a legal degree

⚠️ The template is a starting point.

A static template won't keep up with changing regulations and it can't generate employee certificates or an Insurance Proof Pack. For that, you need AISafeIQ.

Get the free template

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Template vs. AISafeIQ

	Free Template	AISafeIQ
AI Use Policy document	✓	✓
Employee training course	—	✓
Employee completion certificates	—	✓
Employee signature tracking	—	✓
Insurance Proof Pack	—	✓
UUID-verified certificates (underwriter ready)	—	✓
Automatic regulatory updates	—	✓
Audit-ready compliance reports	—	✓
Cost	Free	$39.99/mo

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What Makes a Good AI Use Policy Template — and What the Free Version Gives You

An AI use policy template is a starting point. But if you're downloading one to satisfy your cyber insurance underwriter or to align with EU AI Act Article 4 requirements, you need to understand what the template actually covers — and where its limits are.

What This Template Covers

The AISafeIQ free AI use policy template includes the core provisions every business needs when employees are using AI tools like ChatGPT, Microsoft Copilot, Google Gemini, or Grammarly AI:

Approved tools list — defines which AI tools employees are permitted to use for business purposes
Data classification rules — specifies what categories of data (PII, PHI, proprietary, confidential) may not be entered into public AI systems
Acceptable use guidelines — covers what AI-generated content can and cannot be used for without human review
Incident reporting — defines how employees should report potential AI-related data exposures
Employee acknowledgment — includes a signature/acknowledgment section for HR recordkeeping

What a Template Alone Doesn't Do

A downloaded policy document — even a good one — doesn't train your employees. It doesn't produce completion certificates. It doesn't generate the audit trail that cyber insurance underwriters and EU AI Act Article 4 enforcement will ask for.

The template is the starting point. The full AISafeIQ platform closes the gap: structured employee training, signed acknowledgment records, completion certificates, and a compiled Insurance Proof Pack formatted for broker submission. If you need the complete package — not just the policy document — see pricing here.

EU AI Act Article 4 and the August 2, 2026 Deadline

EU AI Act Article 4 requires that businesses whose employees use AI tools maintain documented evidence of AI literacy training — not just a written policy. Having an AI Use Policy on file satisfies part of the requirement. Documented training with completion records satisfies the rest.

The enforcement deadline is August 2, 2026. If you're downloading this template as your first compliance step, you're on the right track. The next step is getting your employees trained and your completion records on file before that deadline arrives.

Cyber Insurance and Your AI Use Policy

Most cyber insurance renewals now include AI governance questions. Underwriters are asking whether you have a written AI Use Policy, whether employees have been trained, and whether you can document both. This template answers the first question. AISafeIQ's platform answers all three.