What is an AI policy?
Definition
An AI policy is an internal rulebook for selecting, rolling out and using AI tools. It defines allowed use cases, data classes, roles, control processes, training and escalation.
The policy should match AI platform selection, DPA review, audit logs and AI literacy under the EU AI Act.
Building blocks of an AI policy
| Building block | Guiding question |
|---|---|
| Purpose and scope | Why does the policy exist and who does it apply to? |
| Allowed tools | Which AI tools and platforms may be used? |
| Data classes | Which information may be entered – and which never? |
| Usage rules | Which tasks are allowed, restricted or prohibited? |
| Output review | Who validates AI outputs before external or critical use? |
| Roles and responsibility | Who decides, reviews, trains and escalates? |
| Documentation and logs | Which usage must be traceably documented? |
| Training and updates | How are employees informed and trained regularly? |
Template structure to start with
A simple AI policy can start with a few chapters and be expanded later. It is important that it remains understandable and does not leave employees alone with legal language.
- Name policy purpose and contacts.
- Define allowed AI tools and approval process.
- Introduce data traffic light: green, yellow, red.
- Explain quality review and human responsibility.
- Regulate documentation, audit logs and escalation.
- Define training requirement and update cadence.
Distribution asset
AI policy template
This structure can be used as an internal workshop template: purpose, allowed tools, data traffic light, approvals, output review, audit logs, training and escalation.
Develop template in training →Data traffic light as a practical element
A data traffic light makes the policy immediately usable: green data may enter approved tools, yellow data requires review or anonymization, red data must not be entered. Each business must define which data falls into which category.
Technical building blocks such as No Training, Zero Data Retention and audit logs support these rules. But employees must understand and apply them – this is where AI training for businesses helps.
Compliance note
Date: 2026-05-26. This template is a starting point and not legal advice. Policies should be adapted to industry, data types, tool setup and internal responsibilities.