Free AI policy template for boards

Download a free, editable AI policy template built for boards. This template gives you a ready-to-adopt structure covering AI use, data protection, risk assessment, human oversight of consequential decisions, incident reporting, and a named accountable body. Guidance notes in each section mean a board or company secretary can complete it without a compliance background. Available as a Word download for commercial, not-for-profit, school, and sports boards.

Key points

Sets clear boundaries for acceptable and prohibited AI use
Names an accountable governing body for AI oversight
Covers data protection, risk assessment, and incident reporting in one document
Free to download and edit in Word

What is an AI policy template?

An AI policy template is a ready-made framework that sets out how your board and staff may use artificial intelligence tools. It covers purpose and scope, data handling, risk assessment, human oversight of consequential decisions, and accountability for AI outcomes across the organisation, so AI adoption stays governed rather than ad hoc.

Why your organisation needs an AI policy

Most organisations are already using AI, with or without a policy. In BoardPro's AI Governance Pulse 2026, 79% of respondents used AI weekly, yet 44% of boards had no agreed position on AI and only 2% had a formal framework.

That governance gap is where shadow AI grows: directors and staff pasting board papers or member data into tools nobody has approved. A documented, board-approved AI policy turns that ad-hoc use into a governed practice and gives directors a clear record of oversight.

It also anchors AI use to the privacy obligations you already carry, such as the Privacy Act 2020 in New Zealand or the Privacy Act 1988 in Australia.

Building responsible AI governance doesn’t need to be complex. This template provides a clear structure to ensure clarity and consistency when adopting AI systems, and assists to:

Ensure responsible adoption: set clear principles for ethical, safe, and transparent AI use
Mitigate risks: proactively address privacy, bias, compliance, and accountability
Standardise processes: provide a consistent framework across teams and departments
Build trust: demonstrate responsible AI use to stakeholders and regulators
Save time: start from a structured template designed for quick customisation

What's included in the AI policy template?

The AI policy template provides a customisable framework that includes everything your organisation needs to create a tailored, practical AI governance policy.

Sections within the template include:

Section	What it covers
Policy statements	Purpose of AI use, acceptable use, data sensitivity and protection, risk assessment, data input governance, accountability for AI-assisted work, and transparency and disclosure
Key processes	Risk identification and assessment, data classification and usage rules, implementation and compliance, disclosure to staff and stakeholders, and tracking accountability over time
Reporting	AI system reports, incident reports for issues such as bias or data exposure, and data usage reports, so the board has ongoing visibility between meetings
Controls	Data integrity, access controls, audit trails, and the AI governance committee or equivalent body responsible for oversight and escalation

Each section includes guidance notes explaining what to fill in and why, so a board or company secretary can complete it without an AI or compliance background.

The template suits not-for-profit, commercial, school, and sports boards of any size — from a small board piloting a single AI tool to a multi-board organisation coordinating AI use across several entities.

How to use the AI policy template

Download the template and name an accountable owner or governing body for AI oversight before you start editing, so responsibility is clear from the outset.
Work through the purpose, data governance, and risk assessment sections first. Tailor each to the AI tools and use cases your organisation actually has, and state that human oversight is mandatory for consequential AI decisions.
Circulate the draft to your board or leadership team, allowing time for genuine discussion rather than a rubber stamp.
Formally adopt the policy at a board meeting. Record the adoption resolution in your decision register and add the review date to your board's annual work plan so it can't slip.
Review the policy at least annually, or sooner if you adopt a new AI tool, change a data practice, or face an AI-related incident.

How can you ensure responsible AI use?

Responsible AI adoption begins with a clear governance framework. An effective AI policy sets the foundation for using technology ethically, safely, and transparently. It ensures that every system — whether automating routine tasks or informing major decisions — aligns with your organisation's purpose, values, and legal obligations.

With a structured policy in place, boards and leadership teams can:

build accountability and oversight into every stage of AI use
identify and mitigate risks such as bias, privacy breaches, or misinformation
define who is responsible for monitoring AI outcomes and decision integrity
demonstrate compliance and trust to regulators, stakeholders, and customers

A well-designed AI policy transforms innovation into a disciplined, responsible practice, ensuring your organisation leads with integrity, not just efficiency.

AI is reshaping the way organisations operate — but without governance, it can expose you to ethical, reputational, or legal risks. A clear, well-structured AI policy helps you create an AI-enabled board, so you can innovate with confidence while maintaining accountability, compliance, and transparency.

Download the free AI policy template

Download the free AI policy template and give your board a clear position on AI.

When your board is ready to put the policy to work, you can record its adoption, schedule its review, and use AI-assisted agendas and minutes with a director approving every output in BoardPro — so the board uses AI with confidence and keeps its attention on the people and communities your organisation serves.

Try it free for 30 days here, no credit card needed.

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Board Secretary, Mid-Market (51-1000 emp.)

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AI Policy Template FAQs

An AI policy is an internal governance document that sets boundaries, roles, and responsibilities for how an organisation's staff and directors use artificial intelligence tools. It defines acceptable and prohibited uses, data handling rules, risk management steps, and lines of accountability.

At minimum: purpose and scope; data governance and privacy; risk assessment and bias considerations; human oversight of consequential decisions; a named accountable governing body; clearly stated prohibited uses; and a fixed review cadence so the policy stays current as AI tools change.

This template is suitable for any organisation implementing or planning to implement AI tools or systems — from SMEs and not-for-profits to education providers. It’s designed for flexibility, making it easy to adapt based on your organisation’s size, structure, and maturity.

Yes. The template is fully editable and designed to adapt to your organisation's size, sector, and AI maturity, whether you are just starting out or formalising AI use that is already underway.

The AI policy template is available in a downloadable Microsoft Word format. It can also be converted to Google Docs or your preferred document system for easy editing and sharing.

AI governance should evolve as technology and regulations change. We recommend reviewing your AI policy at least once a year — or sooner if your organisation adopts new tools, faces a major incident, or operates in a newly regulated sector.

Free AI policy template for boards

Key points

Download the AI policy template