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Score Your IT
Free template · Word and PDF · 14 pages

Your team is already using AI. Do they know the rules?

Set clear rules for ChatGPT, Copilot, meeting note-takers and AI on phones before company data ends up somewhere it shouldn’t. Our AI Acceptable Use Policy template is ready to edit and roll out this week.

Answers the questions your team is already asking

  • Which AI tools are allowed?

    An approved tool list with the sign-in and highest data level for each, filled in with common examples like Microsoft 365 Copilot, ChatGPT Business, Claude and Gemini.

  • Can I use my own ChatGPT account?

    When personal and free accounts are allowed (two options to pick from), why company sign-in with company email matters, and what to do when someone leaves.

  • What about Teams and meeting bots?

    Copilot recaps vs. Otter, Fireflies and Read.ai, consent and recording laws, auto-join, outside bots in your meetings, and meetings AI should never record.

  • Is AI on my phone OK?

    Approved apps, personal phones, Apple Intelligence, Gemini and Galaxy AI, AI keyboards and “ask about this screen” features.

  • What can I paste into AI?

    A simple table from Public to Restricted, plus credentials, showing what can go into approved company tools and what can never go into personal ones.

  • Everything else a real policy needs

    Checking AI output, prohibited uses, AI agents and prompt injection, deepfake payment scams, reporting mistakes and enforcement.

Get the free template

Word (editable) and PDF. Download right away, with a copy emailed to you from Dennis Cockrell, EIT’s founder.

No spam. Just your template and a couple of follow-ups.
Cover and an inside page of the AI Acceptable Use Policy template

Also inside

  • One-page Do and Don’t summary for your team
  • Employee acknowledgment form
  • New AI tool request form
  • Instructions, decision boxes and fill-in fields

Written in plain English by a cybersecurity company, so your team will actually read it.

Is it really free?

Yes. Fill in the form and download the Word and PDF files right away. We’ll email you a copy and send a couple of follow-ups, and you can leave our mailing list anytime.

Can I edit it?

Yes. The Word file has yellow fields for your details and blue boxes where you make a choice, like whether personal AI accounts are ever allowed. Use it however you like inside your company.

Is this legal advice?

No. It’s a practical starting point written by a cybersecurity company. Have your attorney or HR advisor review it before you adopt it, especially the sections on recording and enforcement.

Will a policy stop data leaks on its own?

Not by itself. The settings need to match: blocking unapproved AI apps, stopping consumer sign-ups with company email, meeting lobby rules, app protection on phones, and cleaning up file sharing before Copilot goes live. We can set those up and train your team.

We handle health, card or defense data. Does it cover that?

It flags regulated data (PHI, card data, CUI) as Restricted and explains what agreements a tool needs before that data can go in. Your compliance requirements decide the details; we can help map them.

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