An AI policy for employees that spells out what can go into AI

Your staff get plain-language rules, a one-page summary they'll read, and a table of what never goes in.

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Free, about four minutes, and read by Raquel herself.

What does the AI policy include?

You don't know what your staff paste into ChatGPT. Nobody ever told them what's off limits. Picture a 30-person accounting firm in the middle of tax season. A senior associate pastes a client's trial balance into a free chatbot to speed up a variance explanation. By the firm's own rules, nothing about it was careless. The firm had no rules on it.

Now no one knows which accounts the file went through. And the duty to protect client information didn't pause for the deadline.

An acceptable use policy closes that gap before the next file goes anywhere. It names the approved tools and the account type each one must run on. It sorts your data into three groups: fine, allowed only in an approved business account, and never. And it says who reviews AI-assisted work before a client sees it.

Why is it a flat price?

Every firm's policy needs the same parts: scope, approved tools, data rules, review rules, reporting, and acknowledgment. Writing them for a 5-person office takes about the same effort as for a 100-person firm. Your examples make yours different. Those come from one questionnaire and one call.

How does the policy get written?

  1. 01
    Intake questionnaire
  2. 02
    Owner call
  3. 03
    Draft policy
  4. 04
    Your review
  5. 05
    Final policy and rollout kit
All the steps, in detail
  1. A short questionnaire on the AI tools in use (the free ones too), the data you handle, and your existing handbook language.
  2. A 45-minute call with the owner or managing partner.
  3. Your data sorted into three tiers, using your own document types as examples.
  4. The full policy and a one-page staff summary, drafted together.
  5. One round of revisions after your review.
  6. Final files: policy, summary, acknowledgment form, and a rollout email written in the owner's voice.
  7. A short note on when to revisit it: new tools, new client requirements, or new hires.

What do you walk away with?

  • Acceptable use policy, formatted for your handbook
  • Approved tools list, separating personal accounts from business accounts
  • Three-tier data table with examples from your firm, such as tax returns, payroll files, and engagement letters
  • One-page staff summary
  • Review rule for any AI-assisted work a client will see
  • A "what to do if something was already pasted" reporting step
  • Employee acknowledgment form
  • Rollout email draft from the owner

See a one-page excerpt of a sample policy (PDF)

What you get, what this is not, and what you need to bring

What you get

  • A policy staff can follow without asking IT what a term means
  • A clear answer to "can I use this?" for every tool your people already touch
  • A record that the firm set rules, dated and signed

What this is not

  • Not legal advice; have your attorney review it before adoption
  • No compliance certification of any kind
  • Not a technical block; your IT provider enforces the rules inside the tools
  • Not a training session; for hands-on practice see staff AI training

What you need to bring

  • A list of AI tools staff use, including the free ones you only suspect
  • Your current employee handbook or IT policy
  • The partner or owner who will sign off
  • Any client contract terms or professional guidance on confidentiality that applies to you

What we ask before booking

  1. About how many people work at the firm, and do they use personal or company AI accounts?
  2. What kinds of client data do you handle day to day?
  3. Is there a handbook or IT policy this should sit inside?
  4. Do any client contracts restrict how their information is processed or stored?
  5. Who signs off, and is there a date you need it in place?
Flat price Launch pricing
$750 flat
What's included
The full policy, staff summary, acknowledgment form, rollout email, and one round of revisions
What changes it
Nothing within one firm and one policy; separate policies for separate entities are booked separately
Payment
Paid in full at booking
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What if it isn't worth it?

You review the draft before anything is final, and one round of revisions is included. What you get is a dated, signed record that the firm set rules.

Questions people ask before booking

Can't we just download a free template?

You can, and it will cover the general cases. A template can't name your tools, your client data, or your staff's habits. People read the table of what never goes in. It only works when it uses your firm's own examples.

Will a policy stop staff from using ChatGPT?

Not by itself. A policy sets the rule and the consequence. Enforcement happens in account settings your IT provider controls. Often the practical move is a business account with data controls. Banning a tool rarely works, because people will use it on their phones anyway.

Does this make us compliant?

No document alone makes a firm compliant with anything. The policy records your rules and shows you thought them through. Your attorney or compliance advisor decides whether it meets your specific obligations.

What happens when we add a new tool next year?

You update the approved tools list: one decision, one new line. If the new tool changes where client data goes, revisit the data table at the same time.

Put the rules in writing before the next client file gets pasted.

Start the free workflow diagnostic

Free, about four minutes, and read by Raquel herself.