Majic AI

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A one-page AI policy your staff can use today.

Your people are already using AI tools at work. This is the written rule most small companies are missing. Copy it, fill in the highlighted parts, and hand it out. No email, no form.

Staff AI use policy

[Company name] · Owner of this policy: [name] · Effective: [date]

1. Why we have this

AI tools can save real time. They can also leak private information and state wrong things with confidence. This page says how we use them so that we get the first without the second.

2. Tools you may use

You may use these tools for work: [list the approved tools]. Use your company account, not a personal one. If you want to use anything else for work, ask [name] first.

3. What never goes into an AI tool we have not approved

  • Passwords, keys, access codes or anything that signs in to a system
  • Customer names together with their private details, addresses or account information
  • Bank, card, payroll or tax numbers
  • Health information about anyone
  • Contracts, bids and prices that are not public
  • Anything a customer gave us under a confidentiality agreement

4. A person checks before it goes out

Anything an AI tool drafts for a customer, a vendor or the public is read and approved by the person sending it. If you send it, it is yours. "The AI wrote it" is not an answer.

5. Check the facts

AI tools make things up and sound sure about it. Before you rely on a number, a name, a date, a quote, a price or a legal or safety statement, check it against the source.

6. Be straight about it

  • Do not present AI output as professional advice, such as legal, medical, engineering or tax advice.
  • Do not use AI to pretend to be a real person or to write reviews.
  • If a customer's contract limits AI use on their work, the contract wins.

7. Accounts and connections

  • Where a tool lets you turn off "use my data for training", turn it off.
  • Do not connect an AI tool to company email, files or systems without approval from [name].
  • Do not install AI browser extensions on a work computer without approval.

8. If something goes wrong

If you pasted something you should not have, or sent something wrong, tell [name] the same day. Nobody is in trouble for reporting a mistake quickly. Hiding one is a different matter.

9. Review

This policy is reviewed every six months, or sooner when we add a tool. Next review: [date].

This is a starting point, not legal advice. If your industry has its own rules for customer data, such as health care or finance, add them.

Why we give this away

It is the first thing we write in every engagement.

A staff policy your people can use on day one is part of our three-week discovery. A company with this page and one named owner is already safer than most, whether or not it ever hires us.

Next step

Want the tool that makes rule 3 easy to follow?

Staff reach for public AI tools when they have no safe one. A private AI engine, hosted by us or on a server in your building, gives them one.