An AI usage policy your team will actually read
Your staff are already using AI tools. This template gives you the written rules that decide what goes into them, what stays confidential and who is accountable for the output. An editable Word document, ready to adapt.
- 28 sections covering everyday use, not legal theory
- Six fields to complete and it is yours
- Approved tools list, a printable quick reference card and an acknowledgement form
- Worked examples for both Claude and Microsoft Copilot
- Written with a South African business perspective
Where should we send it?
Three steps, about a minute.
- Fill this in. Name, work email, company.
- Confirm your address. We email you a one-click link straight away.
- Download the template. That click opens the download page.
We have emailed your address. Click the confirm link in it and the download page opens straight away. Nothing after a few minutes: look in your junk folder, or email hello@bluecoat.co.za and we will send it across ourselves.
Built to be adopted, not admired
Most policy documents get filed and forgotten. This one is structured so a business can put it into use in an afternoon.
The policy itself
28 short sections covering approved tools, confidential information, checking what AI produces, client data, accountability and what to do when something goes wrong.
Six fields to complete
Company name, effective date, policy owner, information officer, IT contact and support details. Everything else is written for you.
Three appendices
An approved tools list, a printable quick reference card for desks, and an acknowledgement form so you can show who has signed up to it.
Claude and Copilot
Worked examples for both, because most businesses end up using more than one tool and the rules need to cover both.
Background section
A quiet, plain-English summary of the legislation that already applies to how you handle information, kept out of the way of the rules people need to follow.
Editable, not locked
A Word document with the fill-in fields highlighted, so you can adapt the wording to your business rather than working around someone else’s.
This is a template, not legal advice. Whoever adopts it should satisfy themselves that it suits their business, their sector and their client contracts, and take their own advice where that matters. bluecoat IT is an IT company, not a law firm.
Want help putting it in place?
Adopting the policy is the easy half. Getting permissions, licences and training right is where we come in.