| Free Policy Template
Your staff are probably already using AI. Do you have a policy for it?
Most Canterbury businesses don’t. And most don’t realise they need one until something goes wrong - a staff member pastes client data into ChatGPT, or an AI-generated document goes out without anyone checking it. This template gives you a starting point: a plain-English AI Use Policy built for NZ businesses, ready to adapt and put in front of your team.
Free to download. No IT knowledge required. Built for NZ law.
12-page template including document control, approved tools framework, data privacy rules, human oversight requirements, incident reporting process, staff acknowledgement, and implementation notes.
Get the Free TemplateWhat the template covers:
Which AI tools are approved
A framework for deciding which tools staff can use for work - and what happens when a new one comes along.
What can’t go into AI tools
Clear rules on personal data, client information, and commercially sensitive content - aligned with the NZ Privacy Act 2020.
Human oversight requirements
Who needs to review AI outputs before they’re used, sent, or published - and what sign-off is needed for significant decisions.
What to do if something goes wrong
A clear incident reporting process so staff know exactly what to do if an AI tool produces something harmful or inaccurate.
| Get the template
Enter your details and we’ll email you the policy template as a PDF. We’ll also give you a call to see if there’s anything else we can help with.
Common questions
If your staff use AI tools - even informally, like ChatGPT or Microsoft Copilot - you have risk exposure you may not have thought about. Personal information entered into AI tools can be stored, used for training, or shared externally. Without a policy, there are no rules around what’s acceptable, and no process if something goes wrong. The NZ Privacy Act 2020 applies regardless of whether you have a policy in place.
It’s written for NZ professional services businesses - healthcare practices, law firms, insurance brokers, and similar. It references the NZ Privacy Act 2020 and the Fair Trading Act. Sections in square brackets require you to review and adapt them for your specific situation. For regulated industries or complex operations, independent legal advice is recommended before adopting any policy.
It covers approved AI tools, prohibited uses, data and privacy obligations, security considerations, human oversight requirements, transparency and disclosure, intellectual property, incident reporting, and staff responsibilities. It includes a document control page and a staff acknowledgement section.
No. This template is provided for general information purposes only and does not constitute legal advice. Each organisation is responsible for reviewing and adapting it to their own circumstances. Independent legal advice should be obtained where appropriate.
Yes. No credit card, no subscription. Enter your details and we’ll email the template to you immediately.
If you’re thinking about how AI fits into your wider IT setup, see how ITstuffed approaches cybersecurity for Canterbury businesses.