ChatGPT Usage Policy for Employees
ChatGPT (and tools like it) are already on your team’s desktops — often without a license conversation. A short usage policy reduces shadow AI without pretending people will stop experimenting.
Start here (5 minutes)
- If you need a full baseline (not just ChatGPT rules), start with the AI Policy Starter Kit.
- For copy-paste employee rules beyond ChatGPT, use the AI Acceptable Use Policy Template.
- To reduce unapproved tool sprawl, read Shadow AI: What It Is and How to Prevent It.
Green light (usually fine)
- Brainstorming headlines, outlines, and internal notes that contain no customer or employee personal data.
- Rewriting rough text you already wrote when the source material is non-sensitive.
- Learning a concept or API from public documentation you summarize yourself.
Yellow light (manager or security input)
- Anything involving revenue, roadmap, or unreleased product details.
- Code that will ship to production (human review required).
- Summaries of contracts, HIPAA-, GDPR-, or PCI-scoped material.
Red light (do not use consumer ChatGPT for this)
- Pasting credentials, API keys, or secrets.
- Dumping full customer records, spreadsheets with PII, or regulated health/financial exports.
- Generating legal conclusions, medical advice, or anything that binds the company without expert review.
Enterprise vs consumer accounts
If you adopt ChatGPT Enterprise (or similar), document where data is processed, retention, and admin controls. The policy should name the approved product — “OpenAI with workspace SSO” beats “any AI chat.”
Enforcement that works
Pair rules with fast approval: a single Slack channel or form for “yellow light” asks beats a policy nobody can interpret. Measure success by fewer repeat mistakes, not zero questions.