IonBin

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Question

How do I write an AI use policy for my team?

Verified Oct 17, 2026 Review by Jan 15, 2027 5 sources
Short answer

Keep it to one page: approved tools and plans, what data may go into each, which outputs need human review before use, how to disclose AI use where required, and who owns the policy. Review it every quarter. A short, clear policy plus approved tools beats a ban.

What it is

An AI use policy is the practical core of AI governance for a small team. It answers what staff may use, with what data, and with what checks.

How it works

  1. List approved tools and plans, and how to request a new one. Name the plan, not just the brand: data terms differ (for example, OpenAI doesn’t train on ChatGPT Business data by default, checked 2026-10-17).
  2. Define data classes and which may go into which tools.
  3. Define review rules: what must a human check before sending or publishing.
  4. State disclosure expectations for clients and audiences.
  5. Name an owner and a review date.

Use NIST’s voluntary AI Risk Management Framework as a checklist. If you serve EU users, the European Commission says the AI Act’s transparency rules come into effect in August 2026. IonBin doesn’t publish a fill-in template, because a policy has to fit your contracts and sector.

Benefits

  • Reduces shadow AI.
  • Speeds adoption because people know the rules.
  • Gives a clear answer when clients ask.

Limits and risks

  • Policies go stale fast; schedule reviews.
  • Rules without approved tools get ignored.
  • Regulated industries need legal input.
  • A policy covers people; connected agents and plugins need their own access rules.

This page summarizes published rules and vendor terms for orientation. It isn’t legal advice; check the rules that apply to your business and your clients.

Checked specs

Snapshot from official sources on Oct 17, 2026.

NIST AI RMF (checked 2026-10-17)Voluntary; released 2023-01-26; Generative AI Profile 2024-07-26 [1]
EU AI Act transparency rulesCome into effect August 2026, per the European Commission [4]
Business-plan training defaultsOpenAI: no training on Business, Enterprise or API data by default [5]

Best-fit stacks

Stack 06

Ops & admin automation

Hand repeat admin (receipts, logs, notices, handoffs) to workflows your agent can trigger.

Agent compatibility

Not tool-specific. See Agent-ready for connector support by tool.

Levels come from each tool's recorded, sourced compatibility. How the levels work.

Sources

  1. AI Risk Management Framework · NIST, 2023-01-26official accessed Oct 17, 2026
  2. What is AI governance? · IBMreference accessed Oct 17, 2026
  3. What is shadow AI? · IBMreference accessed Oct 17, 2026
  4. AI Act: regulatory framework · European Commissionofficial accessed Oct 17, 2026
  5. Business data privacy, security, and compliance · OpenAIofficial accessed Oct 17, 2026

Practitioner views are restated in our words and labeled as views, not measured results. Product facts come from official sources dated above.

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