Your team is already using AI. Put some rules around it.
Get our free AI acceptable use policy template, written for UK SMEs. Fill in your company details, list your approved tools and have your staff sign it.
Where should we send your free policy?
Fill in your details and we'll email the template straight over.
What the policy covers
27 short sections in plain English, with blanks for your company name, IT contact and approved tools.
Staff use AI tools your IT team has vetted, listed in an appendix you can update without re-signing.
Clear rules on what's safe, what needs anonymising and what must never go into AI.
Every AI claim fact-checked, and a person signs off any AI-assisted decision.
A call-back rule for any urgent request to move money or change credentials.
Rules for AI note-takers, browser extensions and personal devices.
A staff acknowledgement, plus a clear way to report mistakes fast.
Know what's safe to share
The policy gives staff a simple test to run before they paste anything into an AI tool.
Marketing copy, general research, brainstorming. No restrictions.
Internal memos, process documents, draft emails. Anonymise first.
Client names, NI numbers, bank details, passwords, API keys. Never.
Why you need one now
AI tools are free, easy and already on your team's phones. Without clear rules, you're relying on everyone guessing right.
- Staff use personal accountsFree AI tools often sit outside your IT controls, so you can't see what's been shared.
- Customer data can leakOne pasted email or spreadsheet can put personal data somewhere you no longer control.
- People will askCustomers, auditors and insurers may want to know how you manage AI. A policy gives you the answer.
From Selectgroup, Hull's IT and software team since 1989
We look after IT, security and bespoke software for businesses across Hull and East Yorkshire, from our office on Castle Street.
Questions
Yes. Fill in the form and we'll email it straight over.
A 9-page template with clear blanks to fill in: your company name, IT contact, approved tools and start date.
No. It's a practical starting point. If you're in a regulated sector, have your adviser review it.
Yes. Copilot can see whatever each user can access, so we check your permissions and sharing before switching it on.