ChatGPT workplace policy template

Why you need a ChatGPT-specific policy

ChatGPT is the most widely used AI tool in the workplace. If your employees use it — even occasionally — you need a policy that defines what's allowed and what isn't. This is part of your Article 4 AI literacy obligation.

What the template covers

The free ChatGPT workplace policy template includes:

• Approved use cases: drafting emails, summarizing documents, brainstorming, research
• Prohibited use cases: entering client data, financial data, personal data, or confidential information into ChatGPT
• Data boundaries: what can and cannot be pasted into the chat
• Output review: requirement to fact-check and review all ChatGPT output before using it
• Disclosure: when to disclose that content was AI-assisted
• Incident reporting: what to do if ChatGPT produces incorrect or harmful output

How to adapt it

1. Download the template
2. Add your company name and any industry-specific rules
3. List which ChatGPT plans are approved (Free, Plus, Team, Enterprise)
4. Specify whether GPTs (custom assistants) are allowed
5. Publish to your team and log that they've read it

Related: Article 50 considerations

If your team publishes ChatGPT-generated content externally, you may also need to consider Article 50 transparency obligations. See our Article 50 guide for labeling and disclosure requirements.

What the full version includes

The Literacy Pack (€99) includes a full AI-use policy that covers ChatGPT, Copilot, Claude, and other tools — with detailed data handling rules, incident reporting workflow, and a rollout checklist.