AI Policy Template for Small Businesses and Churches

AI policy template (copy and fill in)

[Organization name] AI Acceptable Use Policy. Effective date: ________________. Policy owner: ________________.

1. Purpose and scope. This policy sets how [Organization name] uses artificial intelligence (AI) tools. It applies to all staff, contractors, and (where applicable) volunteers who use AI for any work on behalf of [Organization name], on any device.

2. Approved tools. Only these AI tools may be used for work, and only through accounts managed by [Organization name]:

• Tool: ________________ | Account type (business/enterprise): ________________ | Approved uses: ________________
• Tool: ________________ | Account type: ________________ | Approved uses: ________________
• Tool: ________________ | Account type: ________________ | Approved uses: ________________

3. Data that never goes into AI. Do not type, paste or upload any of the following into any AI tool, approved or not:

• Passwords, access codes, multi-factor codes or security answers
• Payment card numbers, bank account and routing numbers
• Health information, including protected health information (PHI)
• Client or member confidential files, contracts and legal documents
• Personal identifiers: Social Security numbers, driver's license, passport and date of birth
• Businesses: customer lists, invoices, payroll files, vendor contracts, HR records and proprietary work product
• Churches and ministries: prayer requests, pastoral counseling notes, giving and donor records, children's ministry data and background check results

4. Human review. A person must read and check every AI output before it is sent, published, filed or used to make a decision. The person who uses the output is responsible for its accuracy. AI is never the final decision-maker on hiring, discipline, finances, legal matters or anyone's care.

5. Disclosure. Tell the recipient when content is substantially produced by AI and is presented as personal advice, pastoral care, a professional opinion or an official statement. Do not use AI to impersonate a real person's voice, image or writing.

6. New tools. Only ________________ (name or role) may approve a new AI tool, plugin, browser extension or AI feature inside existing software. Ask before you sign up, even for a free trial.

7. Reporting problems. If prohibited data goes into an AI tool, an AI output causes harm, or you see a suspicious AI-generated message, report it right away to ________________ at ________________. Reporting quickly is expected and will not be punished.

8. Review. The policy owner reviews this policy every six months and whenever a new tool is approved or an incident occurs. Next review date: ________________.

9. Acknowledgment. I have read this AI Acceptable Use Policy and agree to follow it. Name: ________________ Signature: ________________ Role (staff, contractor, or volunteer where applicable): ________________ Date: ________________

For churches and nonprofits

Churches and nonprofits often have volunteers using personal AI accounts to write newsletters, sermon notes and donor letters. Keep prayer requests, counseling notes, giving records, children's ministry data and background checks out of every AI tool, and give volunteers an approved account to use instead. To make the AI tool itself follow these rules, add the free instruction files from Vital AI Safeguards. They are a companion to this policy, not a replacement for it.

Common mistakes

• Free consumer AI accounts. Staff sign up with personal email, so the organization cannot manage, audit or close the account when someone leaves.
• Training not opted out. Many AI products can use your prompts to improve their models unless an admin turns that off. Check the data settings on every approved tool.
• No owner. A policy with no named owner is never reviewed, new tools are never approved, and incidents have nowhere to go.

Frequently Asked Questions