Build your company's AI-use policy. Two minutes, one page.
Someone in your business is already pasting work into free AI tools — quotes, customer emails, maybe contracts. That's shadow AI, and the fix isn't a ban: it's one clear page everyone's read. Fill in your details, watch the policy write itself, download the PDF.
✓ Everything you type stays on your device — we never see it. We'd be a strange privacy company otherwise.Why a one-page policy beats a ban
Banning free AI tools just drives them onto personal phones. A short, clear policy does what a ban can't: it keeps the genuinely useful part (drafting, research, general knowledge) while drawing one bright line around what must never leave the business. The test in this policy — "if you wouldn't post it on the company's public website, don't paste it into a free AI tool" — is memorable enough to actually change behaviour.
New AI does not always arrive through an unapproved app. It can appear inside software you already use, as our briefing on Google Pics in Workspace explains. Record the new activity and what may be uploaded, not just the supplier's name.
This template is a practical starting point, not legal advice — adapt it to your business. If you'd rather your team had a private AI they can paste anything into, that's exactly what we build.
The Paste Problem — why this policy matters
A web search sends your question. A paste sends the whole document. · 35 seconds, silent with captions
Served from this website — no third-party players, nothing tracks you.
How to stop staff pasting company data into ChatGPT
You cannot, by telling them not to. Every survey on this finds the same thing: people use AI at work because it makes their job easier, and a ban moves it onto personal phones where you can see none of it. The three things that actually work are duller than a ban and rather more effective.
- Write the rule down. Most firms have never told anyone what is and is not allowed, then are surprised by the result. One page is enough — the builder above writes it.
- Name what must not go in. Not “confidential information”, which nobody can apply at speed. Specific things: customer lists, pricing, drawings, anything under an NDA, personal data about staff or customers.
- Give them something they are allowed to use. This is the part people skip. If the approved tool is worse than the unapproved one, the policy loses. An AI that runs on your own hardware is the version where the answer to “can I paste this in?” is simply yes.
If the underlying problem is that people are spending their day on work software should be doing, that is a different fix: business process automation.