An AI policy template for not-for-profits

An AI policy template for not-for-profits can cover the main points under several headings. It sets the boundaries so staff know what is expected when they use these tools. Writing a policy is often seen as a task that takes weeks of meetings and legal advice. The work is actually about making a few clear decisions and putting them on a single page. It costs nothing but a small amount of staff time to write down what is already common sense. AI handles the drafting of the policy text based on these decisions, while the person keeps the role of deciding what the rules should be and signing off on them.

Approved tools for daily tasks

The first section of the document lists the specific software tools that staff are allowed to use. An organisation can write down the names of the approved tools and the tasks they are allowed to be used for. The policy can state that staff must only use these approved systems for work purposes. It is helpful to check whether each tool keeps or reuses the text staff type into it. The policy can guide staff to use tools that do not reuse organisation data. This section keeps the list of tools clear and easy to find. Staff can see at a glance which systems are safe to use for writing, planning or organising their daily work. It removes the need for staff to guess which online tools are acceptable. This makes it easier to set your AIs rules once so that everyone works in the same way.

Information that must never be entered

Another heading in the policy covers sensitive information that must never be entered into any online tool. The policy needs to list these items clearly so there is no confusion. This list can include client names, addresses, phone numbers, medical details and financial records. It can also include internal organisation documents that are not public. The guidance in this section tells staff to remove all personal details before pasting text into a tool. Staff can replace real names with generic labels like client one or client two. This step protects the privacy of individuals who interact with the organisation. It ensures that sensitive personal details are never stored on external servers or used by online systems.

Who approves new uses of technology

The policy needs to name a specific role or person who approves new uses of technology. This section explains the process for staff who want to try a new tool or a new task. The guidance can state that staff must ask for approval in writing before using a new system. It can name the manager, director or board member who has the authority to give this approval. This keeps the decision-making process centralised and consistent across the organisation. It means one person looks at the security and privacy of a tool before anyone else starts using it. The policy can include a simple form or email format for staff to use when making a request.

Accountability for output and facts

Accountability is a key heading in any policy document. The policy must state clearly that staff are responsible for everything they produce, even if they used a tool to help write it. The guidance can instruct staff to check every fact, date and name the tool gives them. Staff must read every sentence of a draft before sending it to a client or publishing it online. The policy can state that tools are helpers for drafting, but humans are responsible for the final accuracy. This section ensures that mistakes made by software are caught and corrected before they cause problems. It places the responsibility for quality and truth firmly on the person who signs the document.

Telling clients about technology use

The policy can outline when and how to tell clients that the organisation uses these tools. The guidance can explain how to be open about the technology used in service delivery. For example, if a tool is used to draft a summary of a meeting, the client can be informed. The policy can state that transparency is the standard approach for the organisation. It can provide standard sentences that staff can add to emails or documents to explain how the text was created. This section helps maintain open communication between the organisation and the people it supports. It ensures that clients are aware of how their information is processed and handled.

Review dates and keeping up

The final section of the policy sets a date for review. Technology changes quickly, so the policy needs to be looked at regularly to stay useful. The guidance can set a regular review date from the day the policy is approved. It can name the person responsible for starting the review. This section ensures the document does not become outdated as new tools are released. It provides a regular opportunity to update the list of approved tools and add new guidelines based on experience. A short, clear policy is easy to update and maintain over time. Once the policy is settled, the organisation can focus on making a staff training video from a policy to help everyone understand the new rules.

Organisations can use these headings to create a simple document that keeps everyone on the same page.

If your business would like help to put AI to work, see AI consulting at aXai: AI and a person building together, so you leave with a working system you understand well enough to evolve.

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