Answer library

ChatGPT policy for employees: a one page template

A one page ChatGPT policy template for employees on a 5 to 50 person team: what to paste, what never to paste and who checks, with ten questions answered.

A ChatGPT policy for employees answers one thing: what may I paste into it, and what do I check before I use what it writes. Write it in plain words and put it where people look first.

A template with blanks, not legal advice. Rules on pay, leave and data vary by state, so check yours.

The template

The short version

  • Use [the company account / approved tools] for work. Do not use personal accounts for company information.
  • Never paste [customer personal data, passwords, financial details, unreleased plans].
  • Read and check everything before you send or publish it. You are responsible for what you send.

Good uses

  • [Drafting and rewording text with no private details, summarizing public material, brainstorming, explaining a concept].
  • Add the uses you encourage: [list].

Uses that need a check first

  • Anything a customer will read: ask [role] to read it first.
  • Numbers, quotes, legal or medical statements: check against the source.
  • Code that goes into the product: review by [role].

Uses we do not allow

  • [Decisions about hiring, firing or pay, medical or legal advice to customers, anything that pretends to be a person].
  • Anything the tool's own terms do not allow.

Questions and mistakes

  • Not sure? Ask [person or place] before you paste.
  • Pasted something by mistake? Tell [person] the same day. We fix it together.

Who owns this policy

  • Owner: [name]. Last confirmed: [date]. Check again by: [date].

The ten questions your team will ask

Write each answer once, with an owner and the date you last confirmed it. These ten answers are what a bot or a shared FAQ should answer from.

  1. 1.Can I use ChatGPT for work?

    Answer: [Your rule and which account.]

    Owner: [name]. Last confirmed: [date].

  2. 2.What can I paste into it?

    Answer: [The allowed examples.]

    Owner: [name]. Last confirmed: [date].

  3. 3.What must I never paste?

    Answer: [The short list.]

    Owner: [name]. Last confirmed: [date].

  4. 4.Can I paste a customer email to get a reply drafted?

    Answer: [Your rule on names, details and review.]

    Owner: [name]. Last confirmed: [date].

  5. 5.Can I paste our code or a contract?

    Answer: [Your rule and the reviewer.]

    Owner: [name]. Last confirmed: [date].

  6. 6.Do I have to check what it writes?

    Answer: [Yes or no, and what to check.]

    Owner: [name]. Last confirmed: [date].

  7. 7.Can I use the text it writes as it is?

    Answer: [Your rule on review and ownership.]

    Owner: [name]. Last confirmed: [date].

  8. 8.Which other AI tools are allowed?

    Answer: [The approved list.]

    Owner: [name]. Last confirmed: [date].

  9. 9.What if I pasted something by mistake?

    Answer: [Who to tell and how fast.]

    Owner: [name]. Last confirmed: [date].

  10. 10.Who do I ask if I am unsure?

    Answer: [The named person or place.]

    Owner: [name]. Last confirmed: [date].

Before you publish it

  • Check with a lawyer for your state and read the AI vendor's terms before you publish. Rules differ and tools change their terms.
  • Write what you actually allow today, then change it when you learn more.
  • Test your bot or FAQ with the ten questions before you rely on it.

Want to check a bot against these questions? Use the free honesty test, or turn the answers into a shareable FAQ with the team FAQ builder.

Want early access and new checklists by email?

Leave your email and we write to you when your spot is ready. Or sign in now and the first 100 founders start right away.

Common questions

  • If employees use it, yes. A one page policy that says what may be pasted and what must be checked prevents most avoidable mistakes.

  • That is your rule to set, with a lawyer's advice for your state. Many teams do not allow customer personal data in tools the company has not approved.

  • No. It is a template with blanks. Check with a lawyer for your state and the AI vendor's terms before you adopt it.

Guides that explain how to use this

More templates