Many organizations are already using AI tools informally. A short acceptable-use policy turns that into something deliberate. Here is an outline you can adapt with your own counsel.

What a starter policy covers

• Purpose and scope: who the policy applies to (staff, volunteers, contractors) and which tools it covers.
• Approved tools: a short list, who approves additions, and how often the list is reviewed.
• Data rules: what may never be entered into AI tools, such as names, case details, health or financial information about the people you serve.
• Human review: AI output is checked by a person before it is shared or used in a decision.
• Transparency: when and how you tell families, funders and partners that AI was used.
• Incidents: what to do, and who to tell, if sensitive information is entered by mistake.
• Training and review: onboarding for new staff and a yearly policy review.

Keep it short and usable

A policy people can read in five minutes is more likely to be followed than a long one nobody opens. Have your own attorney review it before adopting it, since requirements vary by organization, funder and the populations you serve.

Want help drafting one? See how I work or get in touch.

This post is educational and is not legal or professional advice. Consult qualified counsel about your organization’s specific obligations.