Template
Free AI Acceptable Use Policy Template – Get EU AI Act Ready
Global HR
Legal & compliance
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Key takeaways
- Organizations face increasing risks using artificial intelligence (AI) internally—legal, ethical, and operational. Without clear rules, employees may inadvertently expose sensitive data, violate IP rights, or breach emerging regulations like the EU AI Act.
- This free, customizable AI Acceptable Use Policy Template provides a clear, practical framework to guide employees on responsible AI usage. It helps companies align with evolving laws and reduce AI-related risks while fostering innovation.
- Deel offers expert AI consulting services to help you implement a policy in your organization, ensure compliance with global regulations, and integrate AI governance into your business operations confidently and effectively.
Who will benefit from this policy template?
This policy template is ideal for compliance officers, HR leaders, legal teams, IT managers, and business executives who want to implement clear, enforceable AI use rules. It supports companies of all sizes and industries aiming to protect data, reduce liability, and promote responsible AI adoption aligned with the EU AI Act and other key regulations.
Policy overview
This template includes two versions: a detailed annotated copy offering guidance and context, and a clean version ready for immediate customization. It covers objectives, scope, key risks, approved AI tools, strict usage requirements, prohibited AI systems per the EU AI Act, and enforcement procedures.
It helps organizations set boundaries for AI use, ensure data privacy, data security, data protection, safeguard intellectual property, and maintain legal compliance through ongoing policy reviews and employee training.
Deel actively uses a similar AI Acceptable Use Policy internally to govern our own AI practices. Deel’s dedicated AI compliance team has carefully reviewed and approved this template to ensure it meets current regulatory standards, including the EU AI Act.
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FAQs
How does this policy support risk management in AI usage?
This policy provides a framework for effective risk management by identifying potential AI-related risks and setting clear rules to mitigate them, protecting your organization from legal, ethical, and operational issues.
What role does risk assessment play in managing AI tools?
Regular risk assessments help evaluate the impact of AI tools, such as generative AI, on data security and compliance. This policy guides organizations in performing thorough assessments before adopting new AI technologies.
How does the policy address the use of generative AI?
It includes specific guidelines to ensure responsible use of generative AI tools, focusing on preventing misuse of AI-generated content and minimizing risks related to intellectual property and data privacy.
What protections does the policy provide for confidential or personal data?
The policy prohibits sharing confidential or personally identifiable data with AI tools unless proper safeguards are in place, ensuring compliance with data protection laws and minimizing data leakage risks.
How does human oversight factor into AI governance?
Human oversight is mandatory to review AI outputs critically, prevent overreliance on AI, and maintain accountability, especially for decisions impacting compliance and business outcomes.
Why is it important to regularly review the AI Acceptable Use Policy?
AI technology and regulations evolve quickly. Regularly reviewing the policy ensures it stays effective in managing risks, addresses new AI tools, and keeps employees informed about current best practices.
How can organizations ensure employees understand the AI usage rules?
The policy emphasizes clear communication and training so employees understand acceptable AI usage, the risks involved, and their responsibilities to comply with company standards and legal requirements.
