1
These tools are allowed
Which AI tools may be used for what, for example ChatGPT or Claude. Plus a box for “company accounts only”.
Template · free PDF
The one-page AI rule. An AI policy template for your team.
One page, four lines: which AI tools are allowed, which data never goes in, who checks before anything goes to a customer, and who to ask about new tools. To print and fill in.
Print it, add the date, hang it up in the office.
PDF · 1 page A4 · no sign-up
- Free
- No email address
- Fill in by hand
- English and German
What's on it
Four lines every business needs.
At the top you fill in your business, the date and the version. Below are the four rules, each with an example, boxes to tick and lines to fill in.
2
This data never goes in
To tick: customer data, account numbers, employee data, contracts, passwords, health data. Plus a line for your own points.
3
Someone checks before it goes out
What gets checked before it reaches customers, such as emails, quotes or website texts. And who checks.
4
Ask here about anything new
Who decides on new tools and how to reach that person. So nobody experiments behind everyone's back.
How to fill it in
From blank page to rule in four steps.
For a small team, a short round at your next meeting is enough.
01
Ask your team
Who already uses which AI tools, and for what? The answers become line 1. Rules the team helped decide are more likely to be followed.
02
Fill in the four lines
Enter the tools, tick the off-limits data, name one person who checks and one for new tools.
03
Print it and hang it up
Fill in the date and version at the top, then put it where everyone sees it. At the bottom, note when you discussed it.
04
Update it when things change
A tool is added or dropped: update the line, set a new date. File the old version.
Free business check (in German)
Where could AI help your business?
In the business check you describe in a few sentences where things are tight. At most four questions, by text, voice or photo. Then you tap the ideas that interest you and get a first concept by email. No sign-up; your email address is only needed at the end. The check runs in German.
Go to the business checkAI training under the EU AI Act
Your team learns to use AI safely.
Half a day for up to 10 people, on-site in the Stuttgart area or online, with a certificate of attendance for each participant. One block of the training covers rules for the business: allowed tools, off-limits data, who checks before anything goes out.
More about the AI trainingFAQ
The one-page AI rule, briefly explained.
What does the template cost?
Nothing. You download the PDF directly, without signing up and without an email address.
Is the page enough for Art. 4 of the AI Act?
On its own, probably not. Since 27 July 2026, Art. 4 asks businesses to take measures to support their people's AI literacy. A rules page sets out what's allowed, but it hardly builds knowledge. It makes sense to combine it with training or a briefing, both documented with a date. The template is not legal advice.
Which data shouldn't go into ChatGPT and similar tools?
As a rule of thumb: nothing that identifies customers or employees, and nothing confidential. The template lists, to tick: customer names and contact details, bank account and payment details, employee data, contracts and trade secrets, passwords and health data. Anything else that's off limits for you goes on the free line.
Can I adapt the template?
Yes, it's meant for your business. Cross out what doesn't fit and add your own points. What matters is that the date and version are at the top, so everyone knows which rule applies.
Is there a German version?
Yes, as a separate PDF with the same four lines. Handy if not everyone on your team speaks the same language.
Rather talk directly?
Questions about AI in your team? 15 minutes are enough to start.
In the intro call you describe how your team uses AI today. OsAI tells you honestly what makes sense next: rules, training or a first workflow.
Fellbach near Stuttgart · on site in the Stuttgart and Rems-Murr area · remote across Germany