AI policy and tool review: clear rules instead of guesswork
We find out which AI tools your team uses and on what terms, then draft a policy template that fits your business. Your management or legal adviser signs off the final wording.
- Area
- AI training
- Timeline
- 5–10 working days
- Industries
- All industries
- Free quote within 24 h
- Fixed price once quoted
- Free concept before you sign
- Project code is yours once paid for
- Written contract and VAT invoice
- A team with over 10 years of experience
AI policy and tool review
Who it’s for
Businesses where AI arrived without anyone deciding it should. One person pays for a subscription on their own card, another uses the free version, someone else pastes contracts into a chatbot because it’s quicker. The owner has no idea where customer data ends up, and staff aren’t sure what they’re allowed to do.
It’s also a sensible first step before training or a wider rollout. Teaching people is much easier once the rules are written down.
What we do
The tool review. We begin with an anonymous survey asking which AI tools people use, on what accounts and for which tasks. We add the AI features hidden inside software you already pay for: Microsoft 365 or Google Workspace, your CRM, design tools, accounting software such as Xero or QuickBooks. The result is a register of tools, the type of account and who is responsible for each.
For every tool we check the provider’s terms: whether your data can be used to train models and how to switch that off, how long data is kept, where it’s processed, and whether the provider signs a data processing agreement under UK GDPR or EU GDPR. Each entry gets a recommendation: keep, keep on a business account, or phase out.
The policy template. From there we draft a document that fits your business. It usually covers:
- data categories: what’s fine to paste in, what only goes into business accounts, what never does,
- the principle that a person checks AI output before it’s used with customers,
- roles: who approves new tools, who keeps the register, who looks after training,
- what to do if someone pastes in something they shouldn’t have,
- how training and other AI literacy measures are recorded.
For businesses operating in the EU, Article 4 of the AI Act, as amended by Regulation (EU) 2026/1744, asks organisations to take measures to support the AI literacy of people working with AI. It doesn’t prescribe a format. A written policy and a tool register are a practical way of showing you take that seriously.
We add a one-page guide for staff, written in plain English.
How we work
- A quote within 24 hours, based on a short description of your business and headcount.
- The survey goes out to the team, usually open for a few days.
- We review the tools and provider terms.
- You receive the policy template and staff guide for approval.
- A session with directors to go through the recommendations and decisions to make.
The whole review typically takes 5–10 working days. It runs longer if you use a lot of tools or if the document needs to go past a solicitor or data protection lead before rollout.
What we need from you
- Someone to send the survey to the team and encourage honest answers.
- A list of software and subscriptions the business pays for.
- Existing documents such as an information security policy or staff handbook, if you have them.
- Contact details for whoever handles data protection, if that role exists.
Technology and integrations
We review popular general-purpose AI assistants, as well as AI features inside sector software: CRMs, booking systems, invoicing and practice management tools. If you’d like, we can also apply the agreed privacy settings in your business accounts.
What we don’t do
- Give legal opinions. The template is a starting point; your management or legal adviser approves the final text.
- Monitor staff or install software that tracks their activity.
- Reveal in our report who said what in the survey.
- Sell AI tool licences.
Free quote within 24 hours
Tell us how many people work for you, which software you use and whether you have any AI rules in place already. Within 24 hours you’ll have a quote and a timeline for the review.
- EU AI Act, Article 4 — AI literacy (information site) · accessed 11 October 2026
- Regulation (EU) 2026/1744 amending the AI Act — EUR-Lex · accessed 11 October 2026
- GDPR — Regulation (EU) 2016/679 (EUR-Lex) · accessed 11 October 2026
A guide on this topic
Other services in area 05
Questions we hear most often
Can't find your question? Write or call — we'll give you a straight answer, no strings attached.
[email protected]+48 889 009 55001Does a small business really need an AI policy?
No law requires a document with that title. But even a five-person firm benefits from writing down what not to paste into AI tools and who checks the output. For a small team the policy runs to two pages, not twenty.
02Will you read the terms of the tools we use?
Yes, from a practical angle: can the provider train on your data, how long it keeps it, where it's processed and whether it signs a data processing agreement. We don't give a legal opinion on those documents.
03What if staff are using personal AI accounts?
We don't start with bans. The survey is anonymous so people are honest about what they use. Then we suggest business accounts for the work that needs them and a clear line for everything else.
04How often should the policy be reviewed?
Whenever your tools or the rules change, and otherwise every few months. The policy names the person responsible. We can repeat the review on request.
Promises we can actually keep.
The same rules on every project — from the first call to support after launch.
- Free quote within 24 hYou get the quote within 24 hours of your enquiry — including weekends and public holidays.
- Fixed price once quotedThe quoted amount does not grow unless you change the scope.
- Free concept before you signA mockup of 1–2 screens or a chatbot script with sample answers.
- Payment in stagesWe pick the payment plan that suits the project.
- 30 days of free fixesCounted from the day the project goes live.
- Code, domain and loginsProject code is yours once paid for, and our libraries come with source code, for good. Domain and accounts are in your name from day one.
- Contract and VAT invoiceWe work under a written contract and invoice every payment.
- Want it in writing?Every one of these terms is in the quote and the contract.Free quote within 24 h
Tell us about your project. Free quote within 24 h.
A few sentences are enough. Within 24 hours of your enquiry — including weekends and public holidays — you get a quote with the scope and a fixed price.
- [email protected]
- Phone
- +48 889 009 550
- Quote
- within 24 hoursof your enquiry, incl. weekends and public holidays
- Languages
- English, Polish, Ukrainian, RussianGerman in writing
Thank you, we’ve received your enquiry.
You’ll get your quote within 24 hours, including weekends and public holidays.