Free Nonprofit AI Policy Template (Copy-Paste)

[Organization Name] — AI Use Policy
Last updated: [date]  ·  Owner: [name / role]
Applies to: everyone who does work for us — staff, board, volunteers, contractors.

Purpose. We serve [the people we serve]. AI tools help us spend less time on admin and more on them — as long as we use AI in a way that keeps them safe, keeps us honest, and never puts a machine in charge of a person's life.

1. What we use AI for. Drafting, summarizing, brainstorming, repurposing content, cutting repetitive admin — always as a first draft a person finishes.

2. What never goes into an AI tool without protection. No information about a real person — donors, clients, the people we serve, staff, volunteers — goes into a tool unless it (a) is set not to train on our inputs and (b) has a data agreement with us. A paid or "approved" account is not automatically safe. This covers names tied to details, financial or health data, immigration status, contact lists, and case notes — and removing the name isn't enough if the remaining details still identify someone. It covers files, screenshots, and CSVs, not just what you type. AI notetakers count: only record with everyone's consent, and never a client, counseling, or minor conversation without approval.

3. A human is always responsible. AI drafts; a person reviews and approves everything before it's sent, published, or acted on. We check facts, names, numbers, and dates — AI invents them confidently.

4. AI never makes a decision about a person. No AI decides who gets help, who's a priority, who's eligible, or anything touching safeguarding. It can gather or summarize; a person always decides.

5. Approved tools. We use [tool(s)]. Ask [owner] before adding a new one.

6. Be honest about AI. Disclose AI's involvement whenever someone would feel misled to learn about it later — published content, donor appeals written to feel personal, board and funder materials, and letters or assessments to the people we serve. No need to flag internal drafts or routine admin. Never sign AI text as a personal note from a named person. And once or twice a year, have someone from the community we serve review a sample of AI-touched messages about them — for tone and dignity, not just accuracy.

7. Fundraising and reporting. Check each funder's stance on AI before you submit. Never let AI invent a beneficiary, an outcome, or a number.

8. If something goes in that shouldn't have. Tell [owner] right away — no blame. The point is to delete it and limit harm, not to catch anyone out.

9. Questions. When in doubt, ask [owner]. It's always okay to ask.

We'll revisit this on [review date].