[Organization name] AI Use Policy
Why we have this. Our staff use AI to save time. This page says how we use it so we protect the people we serve, our donors, and our reputation. If something isn't covered here, ask before you do it.
Approved tools. We use these accounts, paid for and managed by the organization: ________________________. Personal and free accounts are not approved for work, because free tools can train on what you type into them.
1. Encouraged. Go ahead, no approval needed.
- Drafting internal emails, agendas and meeting notes
- Summarizing public documents and articles
- Brainstorming, outlining, and formatting
- Reminders, scheduling and other routine admin
- ________________________
2. Needs approval first. Ask ________ before you do this.
- Anything that goes out under our name to donors, clients, funders or the public
- Grant narratives and donor appeals. A person writes the story. AI can help check formatting or required fields.
- Trying any new AI tool or app, including browser extensions
- Setting up AI that sends, posts, or updates records on its own
- ________________________
3. Off limits. Never do this.
- Putting donor, client, volunteer or staff personal information into any tool that isn't on the approved list. Removing last names while keeping phone, email and address does not make data anonymous.
- Entering confidential HR, health, legal or financial information into AI
- Letting AI make final decisions about people, such as hiring, services, or eligibility
- ________________________
Check the work. You are responsible for anything AI helps you make. Read it before it's used. If AI gets something wrong that matters, tell ________ so we can fix it and update this page.
Questions? Ask ________. When in doubt, treat it as "needs approval."
I've read this policy. Name: ______________ Date: ________
Free template from Aligned-AI.co. This is a starting point, not legal advice.