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AI Acceptable Use Policy Form

This form will help us gather all the information we will need to generate a policy for your business. Once we receive your information, one of our account managers will reach out to complete the policy with you.

First Name *

Last Name *

Company Email *

About Your Business

Company Name *

Number of Employees *

Who will own and maintain the policy? *

Industry *This decides which regulated data rules get added to the policy.

Current AI Use

1. Is your team using AI today? *Yes, with company accountsYes, on their ownNot SureNo

2. Which AI tools are in use? *ChatGPTMicrosoft CopilotGeminiClaudeGrokAI Note-TakersAI features built into other softwareOther

3. Do you pay for business-tier AI accounts? *Yes, for everyoneYes, for some peopleNot sureNo

Approved Tools

4. Which AI tools will you approve for work? *ChatGPTMicrosoft CopilotGeminiClaudeGrokAI Note-TakersAI features built into other softwareOther

5. Can employees use free or personal AI accounts for work? *NeverOnly with approvalOnly for tasks with no company data

6. Are AI meeting recorders or note-takers allowed? *Approved tools onlyAsk firstNot allowed

Data Rules

7. What types of information does your business handle? *Everything checked goes on the "never enter into AI" list or the "approved tools only" list.Customer contact detailsFinancial recordsEmployee and HR filesHealth informationPayment card dataContracts and legal documentsPricingBids and proposalsProprietary designs or codePasswords

8. Are you bound by industry rules or client contracts? *HIPPAAPCICMMC or other government contract rulesAttorney-client confidentialityClient NDAsNoneNot Sure

9. Can employees upload documents to approved AI tools? *YesOnly documents with no sensitive informationNo

Appropriate Uses & Human Review

10. What do you want your team to use AI for? *Drafting emailsProposals & QuotesSummarizing documentsResearchMarketing contentData & ReportsCode

11. What must a person review before it's used? *EverythingAnything sent to a customerQuotes & BidsFinancial figuresLegal languageCode

12. What is AI never allowed to decide or produce? *Hiring or firing decisionsPerformance reviewsFinal pricingLegal or medial advice

13. Do customers need to be told when AI helped create something? *AlwaysWhen AI did most of the workNo requirement

Who Runs the Policy?

14. How should employees ask for a new AI tool? *Ask the policy ownerUse a request formGo through your IT provider

15. Is training required before employees can use AI tools? *YesNo

16. Must employees sign an acknowledgment? *YesNo

17. How often will the policy be reviewed? *QuarterlyEvery six monthsOnce a year

Disclaimer

The results from this form will be used as a starting template. This is not legal advice. Anyone who checks something on question 8 should have an attorney review it.

An account manager will be reaching out to discuss this form with you and help you make a plan for your next steps.

Please do not fill in this field.

The goal of this form is to give us a starting place to help you develop your own policy. All answers given will be used to generate the starting template for the policy and to serve you as one of our clients. No information will be shared with third parties.

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418 Lake Lamond Rd.
Longview, TX 75604

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2424 N Pecan St. Ste 102
Nacogdoches, TX 75965