Services · AI policy setup
Let your team use AI without putting client data at risk
Most small businesses already use AI, often on personal accounts nobody has approved. We find out what's in use, write clear rules that fit your work, and brief your team so they use AI openly and well.
01 · Who it's for
This is a good fit if
- Your team uses ChatGPT, Copilot or similar, and you're not sure what goes into them
- A client, insurer or tender form has asked how you use AI
- You want people to use AI with confidence, not quietly or not at all
Not a fit if: You need ISO 42001 certification. A policy is the first step, but certification needs a full management system and an external audit.
02 · What you get
What's included
An AI usage policy
Plain-English rules: what AI can be used for, what data must never go in, and when a person must check the output.
An approved tools list
Which tools are allowed, on which accounts and for what data, including AI built into software you already pay for.
A team briefing
A short session using examples from your own work, a one-page summary for everyone, and a record of who attended.
An owner and a review date
One named person who approves new tools, a simple way to request them, and a date to review the policy.
03 · How it runs
Where this fits in how we work
01
Map
We find out which AI tools are in use and what data goes into them.
02
Prioritise
We agree the rules with you, starting with the most sensitive data.
03
Build
We write the policy, the tools list and the staff summary.
04
Prove
We brief your team and set the first review.
04 · Questions
Common questions
How much does it cost?
Every business is different, so we quote each project once we understand the work. You'll get a clear quote in writing before anything starts, and no work begins until you've agreed it.
Does a small business legally need an AI policy?
There's no UK law that says you must have one. But if your team puts personal data into AI tools, UK GDPR applies, and you need to know where that data goes. A policy is the simplest way to show you've thought about it. Some clients and tender forms now ask about it too.
Can't we just use a template?
You can, and it's better than nothing. But a template doesn't know which tools you use or what data you handle, so it ends up too vague to follow or too strict to keep. We write rules around your actual work, with examples your team will recognise.
Will it stop my team using AI?
No. The aim is the opposite: clear rules so people use AI openly and well, rather than quietly on personal accounts.
Is this legal advice?
No. We're engineers, and we write practical rules for how your team uses AI day to day. If you're in a regulated sector, we'll work with your compliance lead or solicitor so the policy fits what your regulator expects.
Free AI scorecard
Find out where AI fits in your business
15 questions, about 4 minutes. You get a score out of 100, the area to fix first and a 30-day plan.