Free generative AI acceptable use policy template for staff
An AI acceptable use policy tells staff which generative AI tools they may use, what information they may enter into each one, which rules to follow when using outputs and how to report problems. This free Word template has those sections ready to adapt, with fields marked in square brackets, and you may use it freely in your organization.
What the template includes
| Section | What it defines |
|---|---|
| Purpose and scope | Why the policy exists and who it applies to, including contractors and personal devices |
| Approved tools | A table with each tool, its approved use and the highest data classification it may receive |
| Rules | Data never to enter, checking outputs, accountability, transparency, intellectual property and decisions about people |
| Meeting tools | Conditions for recording, transcribing or summarizing meetings with AI |
| Responsibilities | What staff, managers, the AI officer and IT are responsible for |
| Monitoring and records | Tool inventory, training and incident records, and suggested indicators |
| Review and approval | Review frequency and sign-off |
How to adapt it in five steps
- Replace the fields in square brackets, such as [ORGANIZATION] and [AIMS_MANAGER].
- List the approved tools by name, with the highest data classification for each.
- Align the rules with your information classification and personal data protection policies.
- Delete the implementation note and approve the policy through your internal process.
- Communicate it to staff and back it with training: a policy nobody knows does not reduce risk.
Why an AI acceptable use policy matters
Staff already use AI assistants to draft, summarize or code. Without clear rules, real risks appear: personal or confidential data entered into free tools, invented outputs reaching customers and decisions about people without human review. In addition, Article 4 of the EU AI Act requires AI literacy measures for staff, and ISO/IEC 42001 expects documented rules for the responsible use of AI. A short, concrete policy is the first step.
Terms of use
You may download, adapt and use the template freely in your organization. If you publish or share it, please credit the source (nexodocs.com). It is a starting point and not legal advice: adjust it to your tools and the laws that apply to you.
Frequently asked questions
Is the template really free?
Yes. You can download it without signing up and use it in your organization. We only ask you to credit the source if you publish or share it.
Does it make us compliant with the AI Act?
It helps: an acceptable use policy is one of the usual AI literacy and governance measures, but on its own it does not ensure compliance. Combine it with training and an inventory of the AI systems you use.
What format is it in?
Word (.docx), with editable styles and fields, in English. A Spanish version is also available.
Is there a more complete version?
Yes. The NexoDocs ISO/IEC 42001 Toolkit includes this policy together with the overall AI policy, the impact assessment, the AI system inventory and other management system documents.
Related guides
- AI literacy: what Article 4 of the EU AI Act requires and how to comply
- ISO 42001 mandatory documents (AI management system)
- What is ISO/IEC 42001? The artificial intelligence management system
Updated: 2026-10-20