AI policy templates by industry
AI risk isn't generic — a medical practice and a marketing agency need very different rules. Pick your industry to see exactly what your AI policy should cover, then generate one customized to your business.
AI Policy for Accounting & Bookkeeping
Accounting firms were among the fastest adopters of ChatGPT and Copilot — and among the most exposed. Client financial data is exactly the kind of information that must never leak into a model's training set, and AI-drafted tax guidance is wrong often enough that unreviewed output is a malpractice risk. A written AI policy tells your staff what's allowed, protects client confidentiality, and gives you something to show clients and insurers who ask.
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AI Policy for Legal Services
After the highly publicized sanctions over fabricated AI citations, no law firm can treat AI use as informal. Rules of professional conduct on competence, confidentiality, and supervision all apply to generative AI, and several courts now require certification that filings were checked for AI fabrications. A written policy is the minimum standard of care — it defines what client information can touch which tools and makes citation verification mandatory.
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AI Policy for Healthcare & Medical Practices
Healthcare practices face the strictest AI constraints of any industry: HIPAA applies to every AI tool that touches patient information, and the popular consumer chatbots don't offer Business Associate Agreements on free plans. Meanwhile AI scribes, billing assistants, and patient-message drafting are becoming standard. The gap between what staff are already doing and what's legally permitted is exactly what a written AI policy closes.
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AI Policy for Dental Practices
Dental offices run lean: the same person who checks in patients also writes insurance appeals, answers reviews, and drafts recall messages — and those are exactly the tasks staff hand to ChatGPT first. Every one of them can involve protected health information, and consumer chatbots don't sign Business Associate Agreements. A dental AI policy names the tools that are allowed, keeps PHI out of the ones that aren't, and makes sure the dentist who signs an AI-drafted narrative has actually read it.
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AI Policy for Physical Therapy & Rehab Clinics
Physical therapy lives on documentation: evaluations, daily notes, progress reports, and plans of care that payers scrutinize line by line. That makes AI drafting tools irresistible and risky in equal measure. Notes contain PHI, so the tool needs a BAA; the content drives reimbursement, so the therapist must own every word. A PT-specific AI policy sets which tools are approved for clinical documentation, requires clinician review before a note is signed, and keeps patient data out of consumer chatbots.
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AI Policy for Mental Health & Counseling Practices
Therapists and counselors are being pitched AI note-takers, session summarizers, and client-facing chatbots every week, and the confidentiality stakes are higher here than anywhere else in healthcare. Psychotherapy notes carry extra HIPAA protection, substance use records fall under 42 CFR Part 2, and clients disclose things they would never want near a third-party server. A mental health AI policy draws those lines explicitly: what may never enter an AI tool, what consent is required before recording, and how AI-assisted documentation is reviewed before it becomes part of the record.
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AI Policy for Home Health & Hospice Agencies
Home health and hospice care happens in patients' living rooms, on aides' and nurses' own phones, with documentation completed in the car between visits. That is the hardest environment in healthcare to govern, and AI apps have arrived in it faster than any policy. Visit notes, OASIS assessments, and family updates all contain PHI; the documentation also drives Medicare payment and survey results. A home health AI policy gives field staff a short, clear rule set: which tools are approved, what never goes into a personal app, and how AI-assisted notes get reviewed before they are signed.
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AI Policy for Veterinary Clinics
Veterinary practices are adopting AI for discharge instructions, client emails, SOAP notes, and phone triage — often assuming that because HIPAA does not cover animals, nothing else does. It does: state practice acts make veterinary records confidential, client contact and payment data are protected personal information, and a veterinarian is liable for any AI-drafted medication guidance that goes out under the clinic's name. A veterinary AI policy sets approved tools, keeps client and controlled-substance data out of the wrong ones, and requires DVM review of anything clinical.
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AI Policy for Financial Services & Advisory
Financial firms operate under supervision and recordkeeping rules that don't pause when an AI drafts the message. The SEC and FINRA have both signaled that AI-assisted client communications, recommendations, and marketing are subject to the same review requirements as human work — and that firms should have written AI policies. This generator produces one tuned to GLBA data restrictions and supervisory review requirements.
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AI Policy for Insurance
Insurance is one of the few industries where regulators have already moved: most states have adopted the NAIC Model Bulletin, which expects insurers — and by extension their distribution partners — to maintain written AI governance programs. Even a small agency benefits from a policy that controls what policyholder data touches AI tools and requires human review of anything resembling a coverage or claims determination.
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AI Policy for Education (K-12 & Districts)
Schools face AI from both directions: staff using it for lesson planning and communication, and a vendor ecosystem racing to embed AI in education software. FERPA, COPPA, and state student-privacy laws all constrain what student information can touch which tools. A written staff AI policy is the piece most districts are missing — it tells teachers exactly what's allowed before an incident forces the conversation.
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AI Policy for Higher Education
Universities need AI rules that work for three very different groups — staff, faculty, and researchers — without a committee spending a year on it. This generator produces a practical employee-facing policy covering FERPA-protected records, research data restrictions, and human-review requirements for consequential decisions, which you can adopt as an interim policy while broader governance develops.
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AI Policy for Software & SaaS
Software companies have the highest AI adoption and some of the clearest exposure: source code is a trade secret until someone pastes it into a free chatbot, AI-generated code can carry license contamination or vulnerabilities, and your enterprise customers' security questionnaires now ask whether you have an AI policy. This generator produces one with specific rules for code generation, customer data, and tool approval.
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AI Policy for Marketing & Creative Agencies
Agencies live on client trust and NDAs — and generative AI touches both. Client briefs pasted into chatbots can breach confidentiality agreements; AI-generated imagery has murky copyright status; and a growing share of client contracts now restricts or requires disclosure of AI-generated deliverables. An agency AI policy protects you in pitches too: 'here's our AI policy' is becoming a differentiator in agency selection.
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AI Policy for E-commerce & Retail
E-commerce teams use AI everywhere — product descriptions, support chatbots, ad copy, review management. The risks are concrete: a chatbot that invents a refund policy can bind you to it, AI product copy can make claims your product doesn't meet, and customer data in prompts can violate your privacy policy. A short, clear AI policy keeps the speed without the liability.
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AI Policy for Real Estate
Real estate was quick to adopt AI for listing descriptions and client communication — and fair housing law is exactly where that gets dangerous. Phrases an AI generates innocently ('perfect for young families') can violate advertising rules. Add client financial information and AI-assisted valuations, and a brokerage needs written rules. This generator produces a policy agents will actually read.
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AI Policy for Construction & Engineering
Construction firms are using AI for bids, RFIs, submittal logs, and safety documentation. The two sharp edges: confidential bid and pricing data leaking through consumer AI tools, and AI-drafted safety or engineering content being used without qualified review. A written AI policy sets simple rules a project team can follow from the field.
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AI Policy for Nonprofits
Nonprofits run lean, and AI is a genuine force multiplier for grant writing, appeals, and communications. The risks are donor privacy (giving data in consumer chatbots), funder rules (some grantmakers now restrict AI-drafted applications), and beneficiary confidentiality. A simple staff AI policy — including volunteers — protects the trust your organization runs on.
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AI Policy for HR & Recruiting
HR sits on the most legally sensitive AI use case there is: employment decisions. AI resume screening is already regulated (NYC's Local Law 144, Illinois' AI Video Interview Act and, since January 1, 2026, its Human Rights Act amendments on AI in employment decisions, plus EU AI Act high-risk classification), and the EEOC has made clear that discrimination law applies fully to algorithmic decisions. An HR-aware AI policy distinguishes safe drafting uses from regulated decision uses.
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AI Policy for Manufacturing
For manufacturers, the AI risk that matters most is trade secrets: process parameters, formulas, and engineering documents are valuable precisely because they're secret, and a prompt to a consumer chatbot can end that. Export-controlled technical data adds a legal layer — ITAR violations don't require intent. A plant-floor-readable AI policy keeps the productivity gains while protecting the IP.
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AI Policy for Consulting & Professional Services
Consulting deliverables are confidential by contract, and clients are adding explicit AI clauses to engagement letters — some requiring disclosure, some prohibiting their data in AI tools entirely. A firm AI policy does two jobs: it keeps consultants inside every client's rules, and it gives you a clean answer when an RFP asks for your AI governance. Both are now table stakes.
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AI Policy for Hospitality & Restaurants
Hotels and restaurants use AI for review responses, guest messaging, menus, and marketing. The traps are practical: an AI-drafted review reply that admits fault in a guest injury, a chatbot that promises a rate or refund you didn't authorize, guest data flowing into free tools. A short AI policy your managers can apply on a busy Friday is the fix.
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AI Policy for Government Contractors
Government contractors handle the most heavily regulated data in private hands: CUI, export-controlled technical data, and contract deliverables with specific handling clauses. None of it belongs in a commercial chatbot, and a single employee shortcut can become a reportable incident. A contractor-grade AI policy makes the prohibited categories explicit and survives a DCMA or prime-contractor audit question.
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AI Policy for Media & Publishing
Publishers face AI as both a tool and a credibility threat. Several outlets have been burned by undisclosed AI-generated articles with fabricated facts. The fix isn't prohibition — it's a policy with bright lines: what AI may draft, what must be human-verified, when AI use is disclosed, and what (source identities, unpublished material) never enters a prompt.
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AI Policy for General / Other
Surveys consistently find that most employees who use AI at work do so without guidance — and many hide it. That's the worst of both worlds: you carry the risk while being unable to manage it. A written AI policy doesn't slow adoption; it legitimizes the productivity gains while drawing the few lines that matter: what data stays out of prompts, what gets reviewed, and who approves new tools.
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Don't see your industry?
The generator works for any business. Pick the closest industry, or start with the general template and the policy still covers your data, tools, and jurisdictions.
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