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. Word and PDF, 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?
You will get a confirmation email first. Click the link in it and the download page follows straight away.
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.
Both formats
A PDF to read and circulate, and an editable Word version with the fill-in fields highlighted. The Word file is the one a business actually adopts.
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.