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AI policy generator for your staff

Answer five questions. Get a plain-English AI use policy, ready to share with your team today.

01Your company
02AI tools staff may use
03Never put these into AI
04Who staff ask
05Review it every

Made in your browser. Nothing you type is stored unless you ask for the email.

See your policy

Your policyUpdates as you type

Your company: AI use policy

Version 1. Starts 23 October 2026. Next review October 2027.

01Why we have this policy

AI tools can save us hours each week. They can also send company and client data somewhere we cannot get it back.

This policy says how everyone at Your company uses AI safely. It covers staff, contractors and anyone working for us.

The short version: use AI for work, and keep company and client data out of it.

02The AI tools you may use

You may use these for Your company work: ChatGPT and Microsoft Copilot.

They are fine for drafting, summarising, research and ideas.

Ask your manager before you use any other AI tool. That includes browser add-ons and AI inside other apps.

03Never put these into an AI tool

Never paste, type or upload any of these into an AI tool, even an approved one:

  • Client and customer details, such as names with addresses, phone numbers or dates of birth
  • Staff records, payroll and HR matters
  • Bank details, card numbers and account numbers
  • Passwords, PINs, security codes and secret keys
  • Confidential company documents, such as contracts, pricing and plans
  • Lists of customers, clients or suppliers
  • ID documents, National Insurance numbers and passport numbers

Not sure? Ask your manager first, or take the detail out.

You can still get help. Write "the client" instead of a name, and use made-up numbers.

Personal data is protected by UK GDPR. Putting it into an AI tool can be a data breach.

04Check every answer

AI can be wrong, and it can sound sure when it is.

Check facts, figures, names and dates before you use them.

Read anything AI wrote before it goes to a client. What you send is still your work.

Do not let AI make decisions about people, such as hiring, pay or performance.

05Use company accounts, not personal ones

Use only the AI accounts Your company gives you. Never use a personal AI account for work.

This applies on your own phone or computer too.

Where a tool allows it, Your company turns off the setting that lets the provider train on our data.

06If something goes wrong

If you put something into an AI tool that you should not have, tell your manager straight away.

Say what it was, which tool, and when. Telling us quickly matters most.

Some mistakes with personal data must be reported to the ICO within 72 hours.

07Keeping this policy up to date

Your manager reviews this policy every 12 months, and whenever we add a new AI tool.

Next review: October 2027.

Questions? Ask your manager.

08Your agreement

I have read the Your company AI use policy and I will follow it.

NameSignedDate

Get it as a Word document

We email it to you, ready to edit and share. One short follow-up, then we stop.

Make it real

Helio Guard makes your policy true on every PC

Your policy lists 7 things staff must never paste. Helio Guard finds them in a paste or upload, on the PC, and takes them out first.

  • Each person agrees your policy once, the first time they open an AI site. You keep the date.
  • Bank details, passwords and client records come out. The question still goes through.
  • Nobody sees what was typed. Not you, and not us.
Start a 14-day free trialNo card needed. Then £1 a person a month.

What a good AI use policy covers

Keep it short enough that people read it. Ours fits on two pages and covers eight things.

  1. Why we have this policy
  2. The AI tools you may use
  3. Never put these into an AI tool
  4. Check every answer
  5. Use company accounts, not personal ones
  6. If something goes wrong
  7. Keeping this policy up to date
  8. Your agreement

Why a policy is not enough on its own

Most slips happen in a hurry. Someone pastes a whole client email into ChatGPT to tidy it up.

A policy tells people the rule. It cannot stop the paste. That is the gap Helio Guard closes, on each Windows PC.

Want to see what would slip through today? Try the free AI leak check.

Common questions

Do I need an AI policy for my staff?

Yes, if anyone at work uses ChatGPT, Copilot or Gemini. A policy says what is fine and what must stay out. Without one, each person decides alone.

Is this AI policy template free to use?

Yes. Change it as you like and use it in your business. You do not need to sign up.

Is it right for a UK business?

It is written for UK businesses. It covers UK GDPR and reporting some breaches to the ICO within 72 hours. It is a template, not legal advice.

Is what I type stored?

No. The policy is made in your browser as you type. Nothing is sent unless you ask for the Word document.

What should a ChatGPT policy for employees say?

Which AI tools are allowed, and what must never go in. It should ask people to check answers, and say who to tell when something goes wrong.

How do I make sure staff follow it?

Share it and ask each person to sign it. Helio Guard goes further. It shows the policy on each PC, records agreement and takes out what must not be pasted.

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