Get Employee Sign-Off on Your Generative AI Use Policy

This Generative AI Acceptable Use Policy Acknowledgment Form gives your organization a simple, consistent way to confirm that every employee and contractor understands how generative AI tools may be used at work. It collects key worker details, including full name, employee or contractor ID, work email, department, job title, manager, and worker classification, along with the reason for completing the acknowledgment. A built-in policy summary highlights your core rules: use only company-approved AI tools, keep confidential data out of public AI platforms, verify all AI output, require human review of AI-assisted decisions about people, and disclose AI assistance where required.

Designed for HR teams, IT and information security leaders, compliance officers, and people managers, the template also captures which AI tools each person uses or plans to use, the work tasks they apply them to, and whether they have completed required security and data privacy training. Respondents then make clear data handling commitments: never entering customer data, PII, PHI, source code, credentials, or financial records into public or unapproved AI tools; avoiding personal AI accounts, browser extensions, and unapproved meeting note-takers; and reporting any suspected data exposure to Information Security immediately.

Using a structured acknowledgment form reduces the risk of data leaks and shadow AI while giving you an auditable record of every commitment. It works well for new hire onboarding, annual compliance refreshes, and policy updates. An open comments field also lets employees raise concerns or request approval for additional AI tools, helping you scale responsible AI adoption across your organization.