GaganAI

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The one-page AI policy

Print it, adapt the brackets, put it in front of your team this week. It is deliberately short — a policy people actually read beats a binder nobody opens. When you outgrow it, that's what AI Safe Start is for.

[Practice Name] — AI Use Policy

Effective [date] · Owner: [principal] · Applies to everyone, on every device

The one rule

Never put client-identifying information into an AI tool that is not on our approved list.

Never goes into any AI tool

  • ✕Client names, SINs/SSNs, account numbers, dates of birth, or addresses
  • ✕Client documents, statements, tax slips, or scans — in any format
  • ✕Anything you would not put in an email to a stranger

Our five rules

  1. 1Use approved tools only. Only the tools listed by the practice, on paid business plans, signed in with your work email. No free personal accounts for client work — ever.
  2. 2Strip identifiers first. Before asking AI for help with anything client-related, remove names and numbers. “A client in their late 50s” works as well as the real name.
  3. 3A person reviews everything. AI output is a draft. Nothing it produces goes to a client, a regulator, or the public until a person here has read it and taken responsibility for it.
  4. 4AI never gives our advice. Recommendations to clients are human judgments made by qualified people. AI helps us prepare and explain — it does not advise.
  5. 5Say something, same day. Put the wrong thing into a tool? Stop, write down what happened, tell the principal today. Reporting fast is doing the right thing — this is a no-blame rule.

Approved tools

ToolPlanAllowed for
[Tool 1][Business plan][e.g. internal + de-identified client work]
[Tool 2][Business plan][e.g. internal + de-identified client work]
[Tool 3][Business plan][e.g. internal + de-identified client work]
I have read and will follow this policy.   Name ______________ Signature ______________ Date ________

Template only — adapt it to your practice, and treat it as a starting point rather than legal or compliance advice.

This page is the starting point.

AI Safe Start ($1,500–2,500, one week) is the finished version: policy written for your tools, everything configured, your team trained, and a statement you can show clients.

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