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What is an AI acceptable use policy?

An AI acceptable use policy (AUP) is a formal document that defines how employees may and may not use AI tools in the workplace. It covers approved tools, data handling rules, prohibited activities, and accountability expectations.

Glossary

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Defined

Policy Components

What an AI acceptable use policy covers

Every feature designed to help your team work smarter with AI.

Approved tools

List which AI tools are authorized for use and which are prohibited, eliminating shadow AI and tool sprawl.

Data handling rules

Define what types of data can and cannot be shared with AI tools, including PII, confidential, and regulated data.

Prohibited activities

Specify activities that are not allowed, such as sharing trade secrets, making automated decisions without review, or bypassing security controls.

Roles and responsibilities

Clarify who is responsible for AI oversight, incident reporting, and policy enforcement at each organizational level.

Monitoring and enforcement

Describe how AI usage is monitored, how violations are detected, and what consequences apply for policy breaches.

Training requirements

Mandate AI safety training for all employees and specify how often training must be completed and refreshed.

Benefits

Why organizations need an AI acceptable use policy

Set clear expectations for employees about what is and is not allowed with AI tools

Reduce legal and regulatory risk from uncontrolled AI usage

Prevent shadow AI by providing clear guidance on approved tools and practices

Create accountability for AI-related decisions and data handling

Support compliance with regulations that require documented AI policies

Enable faster, safer AI adoption by removing ambiguity about what is permitted

FAQ

Frequently asked questions

How is an AI AUP different from a general IT AUP?

An AI AUP addresses unique AI risks like data leakage to model training, prompt injection, hallucination liability, and the use of AI-generated content. General IT AUPs do not cover these AI-specific concerns.

How does TeamPrompt help enforce AI policies?

TeamPrompt enforces data handling rules through DLP scanning, controls which AI tools are accessible through the extension, and provides audit logs that demonstrate policy compliance.

How often should we update our AI AUP?

Review quarterly at minimum, and whenever new AI tools are adopted, new regulations take effect, or significant incidents occur. The AI landscape changes rapidly.

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