Rob Cupello · Strategic Advisor · robcupello.com
    AI POLICY
    STARTER KIT
    Rob Cupello
    A practical starting point for any business introducing AI. Fill in the highlighted areas - this is your policy, not ours.
    How to use this template: Complete the fields to the right, then work through each section with your team. Tick the checkboxes as you agree on each point. When done, have a responsible person sign off at the bottom. Review annually or whenever you adopt a significant new AI tool.
    Business name
    Policy version
    Policy owner
    Effective date
    🎯01Purpose &
    Scope
    Why we have this policy and who it applies to.
    • This policy covers all team members who use AI tools for work
    • It applies to both company-approved and personal AI tools used for work tasks
    • The goal is to help us use AI effectively and responsibly
    • This policy will be reviewed and updated as AI evolves
    Our AI mission statement (optional)
    ✅02Approved
    Tools
    Tools the team is permitted to use.
    Approved AI tools (add your own)
    • Any new tool must be approved before use with client or company data
    • Free trials are permitted for evaluation only - no sensitive data
    • Personal accounts are acceptable unless handling client data
    🔒03Data &
    Privacy
    Protecting client and business data is non-negotiable.
    • Never input client names, addresses, financials, or sensitive personal data into any public AI tool
    • Anonymise or generalise data before using as an AI prompt
    • Do not paste confidential contracts, legal documents, or regulated data into AI tools
    • Check whether the AI tool stores your inputs - opt out where possible
    • Be aware of your obligations under applicable privacy law (e.g. GDPR, CCPA, Australian Privacy Act)
    🚦04What AI Can and Can't Do For Us - The Traffic Light Guide
    StatusWhat this coversExamples
    Go - use freelyInternal drafts, brainstorming, research summaries, repurposing your own content, generating ideas, writing frameworks, creating templates.Draft a blog post, summarise a meeting, create an email template, brainstorm campaign ideas, write a job description
    Caution - review before useClient-facing content, financial or legal language, technical claims, anything that will be published or sent externally under your brand name.Client proposals, social media posts, website copy, marketing claims, advice documents - always have a human review for accuracy and tone
    Stop - do not use AIRegulated advice, documents containing client PII, legally binding communications, anything requiring a licensed professional opinion.Mortgage advice, legal opinions, medical guidance, final compliance documents, anything containing client account details or ID
    🔍05Quality &
    Accuracy
    AI gets things wrong. Humans are responsible for the output.
    • Always fact-check AI-generated content before publishing or sending
    • AI can "hallucinate" facts, statistics, and citations - verify every claim
    • The person who submits or publishes is responsible for the content - not the AI
    • Add a human voice and perspective to all AI drafts before use
    • Do not pass off AI work as entirely your own in contexts where that matters
    👁06Transparency
    & Disclosure
    Being honest about how we use AI with clients and team.
    • We will not mislead clients about whether communications are AI-assisted
    • If a client asks whether AI was used, we answer honestly
    • Team members should feel safe disclosing their AI use internally
    Our disclosure stance (fill in)
    🎓07Training &
    Upskilling
    How we build AI capability as a team.
    • Team members are encouraged to experiment with approved tools
    • Share what works - wins and lessons - in team meetings
    • Training resources will be made available as the team grows
    Nominated AI champion (if any)
    ✍️08Policy Sign-Off & Review Schedule
    Approved by (name)
    Role / title
    Date approved
    Next review date
    Important: This is a starter template, not legal advice. Adapt it to your industry, jurisdiction, and business context. If you operate in a regulated sector (financial services, healthcare, legal) you should have this reviewed by a qualified professional before use. AI regulation is evolving - check for updates regularly.
    Template by Rob Cupello
    AI strategy for growth-focused businesses · robcupello.com

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