# [Organisation]: Artificial Intelligence Acceptable Use Policy

> Editable template from Rangefront Labs: https://rangefrontlabs.com.au/resources/ai-acceptable-use-policy-template/
> Replace anything in [square brackets]. Delete clauses that don't apply.
> This is a sensible starting point, not legal advice. Have it reviewed if your obligations are significant.

**Effective date:** [date]
**Owner:** [role, e.g. Operations Manager]
**Review cycle:** every [6 / 12] months

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## 1. Purpose

This policy sets out how people at [Organisation] may use artificial intelligence (AI) tools in their work. It exists so we can benefit from AI while protecting our clients, our people, our information and our legal obligations.

## 2. Who this applies to

All employees, contractors, and volunteers who use AI tools for [Organisation] work, on any device or account.

## 3. Our principles

- **People stay accountable.** AI assists; it never carries the final responsibility. A person owns every output that leaves [Organisation].
- **Protect information first.** When in doubt about whether something is safe to share with a tool, don't. Ask [role] instead.
- **Be honest about AI's role** where it matters to clients, accuracy or fairness.

## 4. Approved tools

Use only AI tools on the approved list maintained by [role]:

- [Tool 1, approved for: e.g. general drafting on non-sensitive content]
- [Tool 2, approved for: e.g. coding assistance]
- [Add tools as approved]

Using a tool that isn't on the list, for anything beyond open and public information, requires approval from [role]. Free consumer tools must not be used for sensitive or restricted information.

## 5. What you must not put into AI tools

Unless the tool is specifically approved for it in writing, never enter:

- Personal information about clients, staff or third parties (names, contact details, health, financial or identity information).
- Confidential or commercially sensitive material: contracts, pricing, unreleased plans, credentials or passwords.
- Anything covered by a confidentiality agreement or by [Organisation]'s obligations under the Privacy Act 1988 (Cth).

If you're unsure whether information falls into these categories, treat it as if it does.

## 6. Human review

A person must review AI output before it is used externally, relied on for a decision, or treated as fact. AI can be confidently wrong. You are responsible for checking accuracy, tone, bias and appropriateness before anything goes out under [Organisation]'s name.

## 7. Prohibited uses

Do not use AI tools to:

- Make final decisions about people (hiring, discipline, eligibility) without human judgement and oversight.
- Generate content that is misleading, discriminatory, defamatory or unlawful.
- Impersonate a real person, or misrepresent AI-generated content as solely human where that would deceive.
- Circumvent security controls or [Organisation] policies.

## 8. Transparency

Where AI has materially shaped work that affects a client or a decision about a person, disclose its involvement honestly if asked, and follow any sector-specific disclosure rules that apply to us.

## 9. Security and accounts

Use [Organisation] accounts and approved access only. Don't connect AI tools to our systems, data or email without approval from [role]. Report any suspected data exposure through an AI tool to [role / contact] immediately.

## 10. Intellectual property

Treat AI output as a draft, not a finished asset. Check that generated material doesn't reproduce someone else's protected work, and remember that the ownership and licensing of AI output can be unclear. Don't rely on it where ownership matters without checking.

## 11. Breaches

Breaching this policy may lead to loss of AI tool access and, for serious or repeated breaches, disciplinary action. Tell us early if something goes wrong: a reported mistake is far easier to contain than a hidden one.

## 12. Questions and review

Questions go to [role]. This policy is reviewed every [6 / 12] months, or sooner if tools, risks or laws change.

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*Adapted from the free template at rangefrontlabs.com.au. Need it tailored to your tools, data and obligations? Book a discovery call: https://rangefrontlabs.com.au/contact/*