# Draft AI-use policy, complete and approve locally

Status: PROPOSED; not an audit or legal-compliance finding.
Organization/jurisdictions: [details]
Accountable owner: [role]
Privacy/security reviewers: [roles]
Approved by/date: [UNAPPROVED / date]
Next review: [date or trigger]

## Use routes
Permitted: [specific tasks, allowed data, exact approved workspace/features and human review]
Restricted pending review: [tasks, conditions and decision owner; no sensitive upload before clearance]
Prohibited under this policy: [specific routes/tasks/data; distinguish organization choices from verified legal requirements]
Exception route: [request, assessment and accountable approver]

## Account and data rules
Use only [approved products/plans/workspaces]. Personal accounts: [boundary].
Collect/paste/retrieve only [minimum data]. Exclude [secrets/unneeded identifiers/attachments].
Redaction reviewer: [role]. De-identification uncertainty: [process].
Connected sources and tools: [allowlist, bounded retrieval and supported technical permissions].
External actions: [draft only / explicitly approved scope]. Prompt instructions do not create technical access controls.

## Required evidence before restricted use
[Purpose, authority, applicable obligations, contract/DPA, exact plan/features, training/feedback use, retention by data category, storage and processing locations, access/support/subprocessors, deletion and third-party boundaries.]
Unresolved requirement: [hold the dependent use / redesign / decision route].

## Human review and usage limits
[Reviewer and criteria per use case; source references; approval before consequential output/action.]
[Who can enable features/connections, increase spend or run unattended tasks.]
[Fallback when service, quota or approval unavailable; no unapproved provider substitution.]

## Retention and deletion
[Approved outputs destination; working-copy retention; owner; source exports/uploads/history/logs/backups/third parties if present.]
[Deletion request process; actual verification evidence; exceptions; unresolved categories.]

## Incidents
Stop affected activity and prevent additional sharing. Contact [internal incident route]. Preserve a minimal factual record using the incident process; do not paste exposed content into other tools. Privacy/security owners determine containment, notification and preservation duties.

## Review evidence
[Control | source evidence | configuration check | synthetic behavioral check | date/result | unresolved limitation]
Reassess on [new feature/vendor/model/data category/connection, incident or policy change].

Cross-border review: identify storage/processing coverage, relevant entities/subprocessors/support access and applicable disclosure obligations. Contractual/technical controls are not guarantees against all access. Responsible reviewer: [role]; evidence: [source or UNKNOWN].