Normis

Free template

AI acceptable use policy template, written for the EU AI Act.

A plain policy your team can read in two minutes: which AI tools are approved, how to use them responsibly, and who to ask. Fill in the blanks below, then copy it or download it as Word or PDF. Free, no signup.

Fill in the template

Template version 2026-06-01 · Reflects Article 4 of the EU AI Act (AI literacy), post-Digital-Omnibus wording.

Trusted foundationsEvery rule cites the ActBuilt in IrelandEU data resident, encrypted

The template

Fill in the blanks, then take it with you.

The same policy template Normis customers publish, word for word. Copy the text, or download it as Word to edit further or PDF to file.

Fill in your details

Make the template yours

Fill in what you know. Anything you leave blank stays marked in the text, so you can finish it later.

The legal or trading name your team will recognise.

List the AI tools people may use for work, one per line.

Optional: anything specific people must never put into an AI tool.

Name and role of the person to contact with questions.

Where people send AI questions or concerns.

How often you will review this policy.

The date this version takes effect.

Stays in your browser. Nothing you type here is sent to Normis or stored anywhere.

Your policy

Template version 2026-06-01

Company name AI Use Policy

Why we have this policy

Company name uses artificial intelligence (AI) tools to help us work. This policy explains how we expect everyone to use them responsibly. It takes about two minutes to read.

Which tools are approved

You may use the following AI tools for work:

  • Approved AI tools

If you want to use a different AI tool for work, ask first (see "Who to ask" below).

How to use AI responsibly

  • Treat anything an AI tool produces as a draft. Check it before you rely on it or send it on.
  • Do not put confidential, personal or sensitive information into an AI tool unless it is approved for that purpose.
  • Be honest about AI. Where AI has materially produced something shown to a customer, do not present it in a way that would mislead.
  • You remain responsible for your work, whether or not you used AI.

Building our understanding

Company name will support the development of AI literacy across our team, so that everyone who uses these tools understands what they can and cannot do. New starters are pointed to this policy as part of joining.

Who to ask

If you are unsure, or something goes wrong, contact Who to ask (Contact email).

Keeping this current

We will review this policy Review frequency, and whenever the rules change.

Effective from Effective from.

What it covers

Everything staff need to know, and nothing they will skip.

Which tools are approved. Your own list, by name, and a simple rule: ask before using anything else for work.

How to use AI responsibly. Treat output as a draft, keep confidential and personal information out of unapproved tools, and be honest with customers about AI.

Who is responsible. People stay responsible for their work, whether or not they used AI.

Building AI literacy. A commitment to support your team's understanding of what the tools can and cannot do, worded for Article 4 of the EU AI Act after the Digital Omnibus.

Who to ask, and when it is reviewed. A named contact for questions or problems, and how often you will look at the policy again.

Now the part a template can’t do

A policy nobody signed is not evidence.

If a customer, auditor or regulator asks, you need to show who read which version, and when.

  • Emailing a PDF round and hoping for replies
  • One magic link per person, no account needed
  • Live tracking, and one-click reminders for the stragglers
  • Each sign-off bound to the exact version, in a sealed evidence pack

A signed policy is partial evidence for the Article 4 AI literacy duty, not a training record. See how policy sign-off works.

Policy sign-off · 18 of 24
MOMaeve O’Connor
Signed
TBTom Brennan
Signed
PSPriya Shah
Opened
SKSara Kelly
Not opened

What next

Two ways forward.

Free, eight minutes

Check what else applies to you.

The policy covers AI literacy. The classifier reads your tool list and tells you whether a chatbot, AI images or hiring tools bring more duties, with the article beside each answer. No signup.

Check what applies to you, free

In Normis

Get your team signing it.

Publish this policy in Normis, send it round with one click, and keep a version-bound record of who acknowledged it, ready for the day someone asks.

Frequently asked questions

What should an AI acceptable use policy include?

For a small or medium-sized company: which AI tools are approved, what must never go into them, that AI output is a draft someone checks, who is responsible for the work, who to ask when unsure, and how often the policy is reviewed. This template covers each of those in about two minutes of reading. Longer policies exist, but a policy nobody reads protects nobody.

Is this template enough for the EU AI Act?

It covers the part that reaches almost every company: Article 4 expects businesses whose staff use AI to support their AI literacy, and a clear policy your team has read is a practical start. It is partial evidence, not a full training record. Other duties depend on how you use AI: a chatbot on your website, realistic AI images or AI in hiring each bring more. The free classifier shows which apply to you.

Can I change the wording?

Yes. It is yours to adapt. The Word version is fully editable, and the text copies cleanly into a staff handbook, intranet page or HR system. Keep it short: every section you add is one more thing people skim past.

Do my staff need to sign it?

No law says a policy must be signed. But if a customer, auditor or regulator asks how you manage AI, a record of who read which version, and when, is what shows the policy was actually in force rather than filed away. That record is what Normis keeps for you.

Why is it free, and why no email address?

The words are not the hard part. What takes effort is getting everyone to read it and keeping proof that they did, which is what Normis is for. Nothing you type on this page is sent to us or stored.

Is this legal advice?

No. It is a plain-English template written against the text of the Act, with the article reference kept to one side. For a complex policy question, take legal advice.

Find out where you stand in eight minutes.

The classifier is free, no signup, no card. The policy covers AI literacy; find out in eight minutes whether anything else applies to you.

Check what applies to you