Generative AI Usage Policy
A fill-in-the-blanks generative AI usage policy for your organization: approved tools, data confidentiality, IP, bias and hallucination controls, and an AI Council approval process. Includes a 2026 appendix on governing agentic AI and MCP integrations.
Your team started using generative AI months before anyone wrote a rule for it. This policy from MMA’s Responsible AI Innovation Lab (RAIL) closes that gap: replace the greyed, bracketed fields with your own details and you have an enforceable internal policy that covers the questions that actually come up, like what data can go into which tools, who approves a new one, and who’s accountable when an output goes wrong.
What’s inside
- Scope, definitions, and content-creation rules that separate monetizable from non-monetizable use and flag the high-risk cases that need sign-off.
- Data confidentiality rules, including a hard line against putting confidential data into personal “bring your own AI” accounts with no enterprise agreement behind them.
- IP, bias and fairness, and hallucination-control sections written as obligations, not aspirations.
- An AI Council governance model with a documented tool-approval workflow, so adopting a new tool is a process, not a Slack message.
- A 2026 appendix on agentic AI and Model Context Protocol (MCP) integrations: autonomy scope, human-in-the-loop for consequential actions, least-privilege connections, and integration approval.
How to use it
Work section by section: in the Word version, click a bracketed prompt and type over it, and your answer replaces the placeholder in normal text. Set your review cadence in the scope section, name who sits on the AI Council in section 6, and adapt the high-risk use-case list in section 4.2 to the tools and content types your teams actually touch. This template covers days one and two of the five-day sequence in a responsible AI framework for marketing teams.
Who it’s for
Any company giving employees real AI tools and needing one document that legal, IT, and the people doing the work can all follow. Pair it with the Responsible AI Principles to ground the rules in a shared set of values.
Published by the Marketing + Media Alliance's AI Leadership Think Tank and Responsible AI Innovation Lab. Free to adopt and customize.