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A sheet of brushed steel, taller than a person, hangs on two cables in front of a pale stone wall above the sea. It is scored into bands: one band is aqua glass, and lower down one is cut clean through. Its shadow falls on the wall to the right, with a bar of aqua light and a bar of daylight.

AI policy template

for an acceptable-use workshop

Draft the policy. See what is still open.

Try the template
The film: the template in 25 seconds. Illustrative example. A draft for discussion, not legal advice.
What the film shows, in words
  1. Draft the policy. See what is still open.
  2. 3 allowed uses. 4 kinds of data banned.
  3. Review: anything shared outside. Disclosure: when material. Training before use.
  4. 2 decisions still open. Which tools are approved, and who approves new ones. Where staff report errors, leaks or harmful outputs.
  5. Allow applicant screening: 3 decisions open, and a watch point. Screening applicants is a high-risk use.
  6. A draft for the workshop. The decisions stay yours.

The demo: the worked example, one decision at a time

ExampleA draft for discussion, not legal advice.

Step 1 of 4

Seven clauses written. Two holes.

Worked example: an NGO allowing drafting and translation, with strict data rules.

3 allowed uses, 4 data categories banned, 2 decisions still open: clause 4, Approved tools and clause 8, Incidents.

Example NGO: AI acceptable-use policy (draft for discussion)

  1. 1Purpose

    This policy sets out how staff may use AI tools safely, lawfully and in line with our mission.

  2. 2Allowed uses

    • Drafting and editing text
    • Summarising documents
    • Translation

  3. 3Data that must never be entered

    • Personal data about clients or beneficiaries
    • Health or other sensitive data
    • Bank and payment details
    • Passwords, keys and credentials

  4. 4Approved tools

    [Decision open]

    Decision 01Which tools are approved, and who approves new ones.

  5. 5Human review

    A person reviews every AI output before it is shared outside the organisation.

  6. 6Disclosure

    We disclose AI use when it materially shaped an output.

  7. 7Accountability and training

    • The Director of Operations is accountable for this policy.
    • Staff complete AI training before using approved tools.

  8. 8Incidents

    [Decision open]

    Decision 02Where staff report errors, leaks or harmful outputs.

  9. 9Review

    This policy is reviewed every twelve months, or sooner when law or tools change.

Now your policy, written on the sheet.

Choose what your organisation allows, what data must never go into AI tools, who is accountable and how outputs are reviewed. The template drafts policy clauses and lists every decision still open, ready for a leadership workshop.

Make the choices; open decisions are listed, not guessed. Leave a clause undecided and the sheet keeps a hole there.

: AI acceptable-use policy (draft for discussion)

  1. 1. Purpose

    fixed text

    This policy sets out how staff may use AI tools safely, lawfully and in line with our mission.

    The template’s own wording. It is not one of your choices.

  2. 2. Allowed uses

    written
    Allowed uses

  3. 3. Data that must never be entered

    written
    Never put into AI tools

  4. 4. Approved tools

    open · decision 01

    Leave blank if not yet decided.

  5. 5. Human review

    written
    Human review of outputs

  6. 6. Disclosure

    written
    Disclosure of AI use

  7. 7. Accountability and training

    written

    The is accountable for this policy.

    A role, not a committee.

    In the draftStaff complete AI training before using approved tools.

  8. 8. Incidents

    open · decision 02

    Report errors, data leaks or harmful outputs to .

  9. 9. Review

    fixed text

    This policy is reviewed every twelve months, or sooner when law or tools change.

    The template’s own wording. It is not one of your choices.

After the nine clauses

A. Further clauses

proposed practice · 0 selected

Proposed practice. None of these lines states a law. Each becomes an agreed rule only when you add it. Set the kind of organisation in the context of this work, above the sheet, and the clauses suggested for it come first.

Further clauses (proposed practice)

B. Safe-use cards

one page for each office

Each office named here gets a one-page card made only from the clauses you selected. See the cards

C. Approval

Draft for discussion

Leave blank until your own approving body has decided. A job title is not an approval.

Where the document standsDraft for discussion.

A draft for discussion, not legal advice. Have it reviewed against the laws that apply to you before adoption.

Read the draft as plain text
3allowed uses
4data categories banned
2decisions still open

Example NGO: AI acceptable-use policy (draft for discussion)

1. Purpose

This policy sets out how staff may use AI tools safely, lawfully and in line with our mission.

2. Allowed uses

  • Drafting and editing text
  • Summarising documents
  • Translation

3. Data that must never be entered

  • Personal data about clients or beneficiaries
  • Health or other sensitive data
  • Bank and payment details
  • Passwords, keys and credentials

4. Approved tools

[Decision open]

5. Human review

A person reviews every AI output before it is shared outside the organisation.

6. Disclosure

We disclose AI use when it materially shaped an output.

7. Accountability and training

  • The Director of Operations is accountable for this policy.
  • Staff complete AI training before using approved tools.

8. Incidents

[Decision open]

9. Review

This policy is reviewed every twelve months, or sooner when law or tools change.

Decisions for the workshop

  1. 01
    Which tools are approved, and who approves new ones.
  2. 02
    Where staff report errors, leaks or harmful outputs.

Watch points

  • Strength: The core data protections are in place.

A draft for discussion, not legal advice. Have it reviewed against the laws that apply to you before adoption.

Your draftDraft policy for a workshopTry this form

Practice 04: AI governance & assuranceFree · instant results on this pageTool owner: Michael Gagakuma and Kenneth GagakumaVersion 1.0 ·

One page for each office, from the clauses you chose.

Every rule on a card is a line of a clause selected on the sheet, word for word, under its clause number. A choice still open is listed as open, never as a rule.

No office is named yet. This is the card as it would read today for one office. Name your offices in part B of the sheet and each gets its own.

  • Draft stays on the card until you enter your own approval record and no choice is left open.
  • No authority. A card is a summary to pin up. It gives no one a power to approve, sign or buy.
  • Prints alone, on one A4 page. Nothing is sent anywhere.

Example NGO

Specimen · Draft

AI safe-use cardYour office or unit

Draft. No approval is recorded.

You may use AI forclause 2

  • Drafting and editing text
  • Summarising documents
  • Translation

Never put into an AI toolclause 3

  • Personal data about clients or beneficiaries
  • Health or other sensitive data
  • Bank and payment details
  • Passwords, keys and credentials
Have a person checkclause 5
A person reviews every AI output before it is shared outside the organisation.
Say when AI helpedclause 6
We disclose AI use when it materially shaped an output.
Before you startclause 7
The Director of Operations is accountable for this policy.
Staff complete AI training before using approved tools.

Still open: not rules yet

  • Clause 4, Approved tools
  • Clause 8, Incidents

A summary for Your office or unit of the clauses selected in the policy text of Example NGO. It confers no authority by itself.

Context not set · method 1.1

Name your offices

GKM Strategic Advisory & AIYour organisation
Allowed uses
3
Banned data
4
Open decisions
2
Seven clauses written. Two holes. Your draft as it stands: a band cut out wherever a clause is still open. It is a draft for a workshop, not a finished policy, and no file is produced today.

Your draft

Draft policy for a workshop, by email once delivery is connected.

  • The nine clauses, as you left them
  • Every decision still open, in the tool’s order
  • The watch points, for a qualified reviewer

Preview only. No email will be sent. Your results are available above.

Nothing you enter here is sent anywhere. Privacy notice

· a free brief, or book Michael · from USD 90
A wall clad in wide bands of brushed steel with one long slot left open in it, the stone showing through and a small pane of aqua glass at one end; the sea at the left.
An undecided clause is left open, and listed. The tool does not set a piece in for you.

How the draft is made, and what it is not.

The rules are published so you can check them. A draft for discussion, not legal advice. Have it reviewed against the laws that apply to you before adoption.

Method

  1. 01

    Each choice maps to a standard clause; anything you leave undecided is marked “[Decision open]” and listed for the workshop.

  2. 02

    High-risk uses (hiring, public-facing chat) add their own open questions.

  3. 03

    Missing core data bans are flagged.

  4. 04

    Every line is marked as an agreed rule (a choice made on the sheet), an open choice (left for the workshop) or template wording. Further clauses are proposed practice and become rules only when you select them.

  5. 05

    A safe-use card for an office repeats, word for word, the lines of the clauses you selected, each under its clause number. An open choice is listed on the card as open, never as a rule.

  6. 06

    The document stays marked “Draft” until you enter your own approval record and no choice is left open. The tool does not check that record.

What it cannot tell you

  • A starting draft, not legal advice or assurance.
  • Sector rules (health, finance, education) may add requirements.
  • A policy only works with training, monitoring and an owner who enforces it.
  • The document and its cards confer no authority by themselves. A role you name is your own words: no power to approve, sign or buy follows from it.
  • No national law or guidance module has been reviewed for this tool. Name a country and the result says which coverage is missing.

Quality ruleMark unresolved policy choices; require principal review.

The sheet’s shadow on the stone wall: a bar of aqua light and a bar of daylight where its two openings are.

When the open decisions need a workshop.

The tool lists what leadership still has to decide. Deciding it is work for people in a room.

  • Michael GagakumaTool owner · consultations from USD 90Book Michael
  • Kenneth GagakumaTool owner · consultations from USD 90Book Kenneth
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