Owned WebFree AI policy template for small businesses
One page that tells your team which AI tools to use, what never goes into ChatGPT or Claude, and who checks the work before a customer sees it.
- Ready in 10 minutes. Fill in the blanks and share it with your team.
- Keeps customer and employee information out of AI tools.
- Written in plain English, not legal talk.
Word and Google Docs · One page · Free to use and change
10 short sections, all on one page
Why we have this policy
Two sentences your team can agree with, so it doesn't feel like a list of rules for no reason.
Tools we approve
Which AI tools are okay for work, like ChatGPT or Claude, and the setting to turn off in each.
What AI is good for here
Drafts, review replies, translations, planning. The everyday jobs where it saves time.
What never goes into an AI tool
Customer details, card numbers, employee records, contracts. Clear and specific.
A person checks everything
Prices, dates, names and promises get read by someone before a customer sees them.
Be honest with customers
No pretending a chatbot is a person, and no fake reviews.
Images and designs
When AI images are fine, and when you need work you own.
Accounts and access
Business accounts, two step sign in, and removing access when someone leaves.
When something goes wrong
Who to tell and how fast, so mistakes get fixed instead of hidden.
Review and signature
When to look at it again, and a line for everyone to sign.
Why a small business needs one
Your team is probably already using ChatGPT or Claude, whether you set it up or not. That’s fine, and it can save hours every week. The risk is what gets pasted in: a customer’s phone number, a bid, an employee’s pay. One page fixes that before it becomes a problem.
How to use it
Download the Word file, fill in the parts in [brackets], delete anything that doesn’t fit your business, and go over it with your team. It takes about ten minutes. Open it in Word or upload it to Google Docs.
Questions
Is this template really free?
Yes. Download it, change anything you want and use it in your business. No catch, and you won't be added to a mailing list.
Does it work with Google Docs?
Yes. It's a Word file. Open it in Word, or upload it to Google Drive and open it with Google Docs.
Do I need a lawyer to use it?
It's a practical starting point for small businesses, not legal advice. If your business handles health, financial or legal information, have a lawyer look it over.
My team is three people. Do I still need this?
Yes, even more. In a small team everyone touches customer information, and one pasted phone list is all it takes. The template takes ten minutes to fill in.