Charleston AI Playbook

Directory / Prompts / Operations & SOPs

One-page AI use policy

Updated

Problem it solves

People are already pasting work into chats. You need a written rule before a client file goes in.

Best tool

  • ChatGPT (free chat)
  • Claude (free chat)
  • Gemini (free chat)
  • Copilot (free chat)

Draft this in a free chat. Do not paste customer files, payroll, or passwords while you write it. A paid plan does not turn the draft into a policy. You still have to adopt it, and a lawyer or HR person should read it if you have one.

Copy-paste prompt

Draft a one-page AI use policy for my small team: what tools are allowed, what data never goes in, and which decisions always need a person.

Team and tools: [how many people, which chats you allow, and what must never be pasted]

Replace every [bracket]. If you cannot fill one, delete that line.

Template

Tools we allow: [list]
Tools we do not allow for work: [list]
Never paste: [customer files, payment data, passwords, health details, or your own list]
A person still decides: [refunds, hiring, safety, anything you send to a customer]
How we delete a chat: [your step, or "ask the vendor before we rely on this"]
Who to ask: [name or role]

Download saves a .txt file. ai-use-policy.txt

Example output

A usable draft is one page: allowed tools, banned data, and decisions a person still makes. It is a draft until you adopt it.

Tips

  • The schools entry is about a board-approved pilot. Your page is not their policy. Write your own facts in the bracket.
  • Ask a vendor in writing whether prompts are used to train a model before you allow client files. The law-office note on this site says that.

Time saved

Estimate: a first draft is a short sitting. Agreeing it with the people who have to follow it takes longer, and that part matters more.

How to use it

  1. Copy the prompt. Copy the prompt on this page into a free chat.
  2. Fill every bracket. Replace each [bracket] with a fact from your own notes. If you cannot fill one, delete that line instead of guessing.
  3. Edit before you use it. Do not adopt a sentence you do not mean. If you have counsel or an HR person, they read it before it is a rule.

Where this came from