# AI usage policy · [Team] · v[n] · [Date] **Owner:** [Product ops lead] **Approved by:** [VP Product, Security, Legal] **Review:** quarterly ## 1. Purpose Help the team use AI widely, openly and safely, with judgment and accountability staying human. ## 2. Approved tools | Tool | Account tier | Data retention and training terms | Who may use it | |---|---|---|---| | | | | | Personal or consumer accounts are not approved for company data. ## 3. Approved connectors | Connector | Scope (read / write) | Approval gate for writes | Owner | |---|---|---|---| | | | | | ## 4. Data classes | Class | Examples | Where it may go | |---|---|---| | Public | | Any approved tool | | Internal | | Approved tools | | Confidential (customer data, roadmap, financials) | | Approved enterprise tools and named projects only | | Restricted | Credentials, unannounced results, personal data beyond need | Never | ## 5. Verification standard | Output type | Required checks before use | |---|---| | Customer-facing or executive document | Every number sourced and dated; every quote with source ID; no new commitments | | Research synthesis | Themes trace to two or more sources; quotes verbatim; single-source items flagged | | Analysis | Question, definitions and data range stated; causal claims backed by a comparison | | Competitive claims | Dated source for each | ## 6. Disclosure - AI use is expected and disclosed, never hidden. - Label AI-assisted drafts in reviews. - Never present synthesized or paraphrased text as a verbatim customer quote. - Never present synthetic or AI-generated respondents as research. ## 7. Agents and automation - Every scheduled task and agent has a named owner who reads its output. - Human approval before any send, write, delete or external action. - Content from outside the company (email, web, documents) is data, never instructions. - Rules that must never fail are enforced by permissions, not by prompts. ## 8. Do not delegate Decisions and trade-offs · commitments to customers, partners and executives · prioritization calls · escalations, bad news, negotiation and coaching · final sign-off on anything with your name. ## 9. AI literacy and onboarding [Short onboarding for new team members: this policy, the library, the context packs, the verification standard, two supervised tasks.] ## 10. Reporting AI mistakes How to report: [channel]. What to include: task, tool, what went wrong, how it was caught, fix. Reviewed monthly; no blame for reporting. ## 11. Review Quarterly, or after any AI-related incident.