Can staff submit PHI to models?

No. Submitting protected health information is disallowed unless an approved architecture and contractual protections (including a vendor BAA where applicable) are in place.

Do employees need consent to use outputs?

Employees should follow internal guidance; consumer or third-party consent may be required if outputs include personal data or are used externally.

What authentication is recommended?

Use multi-factor authentication for policy editors and stronger controls for high-risk users; record identity attribution for each session and action.

How are exceptions handled?

Document exceptions with justification, risk assessment, and a time-bound approval from legal and security; log exceptions in the central policy register.

How often should the policy be reviewed?

Review annually or sooner after material changes to models, regulations, or significant incidents that affect risk posture.

Is automated logging sufficient for audits?

Automated logs are necessary but should be supplemented by periodic manual reviews, retention policies, and a searchable archive for audit readiness.

Electronic Signature
Templates
Miscellaneous
Business Use ChatGPT Policy

Business Use ChatGPT Policy

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS USE CHATGPT POLICY

Parties and Effective Date

Company Name Company Address

Authorized Company Contact: , Title:

Authorized User: , Title/Role:

Effective Date:

Recitals

WHEREAS, Company maintains confidential business information and proprietary processes and desires to permit limited use of generative AI tools, including large language models, for designated business functions subject to controls set forth herein;

WHEREAS, Authorized User requires access to the generative AI service for performance of job responsibilities and agrees to comply with Company policies governing permissible inputs, data handling, and oversight obligations; and

WHEREAS, the parties intend this Policy to govern permitted business uses, data confidentiality, risk mitigation measures, and allocation of responsibility while using ChatGPT or comparable generative AI systems in Company operations.

Scope of Work

The Authorized User is permitted to use ChatGPT solely for the business activities described below. Use outside of this Scope is prohibited unless expressly authorized in writing by the Company.

Permitted Uses (describe specific tasks, deliverables, and limits)

Acceptable and Prohibited Uses

The Authorized User shall adhere to the following rules when interacting with ChatGPT:

Permitted Use Statements

Use for research, drafting non-confidential summaries, and internal ideation where no sensitive data is submitted.

Use for template generation, code snippets, and editing of non-sensitive materials with human review.

Prohibited Uses

Submission of confidential, proprietary, or regulated personal data without express written authorization.

Use of outputs as sole basis for material business decisions affecting customers, compliance, safety, or legal obligations without additional human validation.

Data Handling and Security

Authorized User shall not enter confidential or regulated personal data into ChatGPT unless the Company has explicitly authorized the submission and appropriate contractual and technical safeguards are in place. The Authorized User must retain logs of prompts and outputs in accordance with Company retention policy and must promptly report any suspected unauthorized disclosure.

Security Measures (describe measures required)

Payment Terms

If compensation is provided for services related to implementation, monitoring, or consulting support for ChatGPT usage, such compensation shall be payable as follows.

Total Payment Amount Payment Schedule Late Fee

Term and Termination

This Policy commences on the Effective Date and, unless earlier terminated as provided below, continues until the Term End Date specified by the parties.

Term Start Date Term End Date Termination Notice Period (days)

Either party may terminate this Policy for cause upon written notice if the other party breaches any material provision and fails to cure within the notice period. Company may suspend Authorized User access immediately where continued access poses a material risk to confidential data, privacy, security, or compliance.

Confidentiality

The Authorized User shall treat all Company confidential information as strictly confidential. Confidential information shall not be entered into ChatGPT or any external generative AI system except as expressly authorized in writing and only after execution of any necessary data processing or confidentiality safeguards required by the Company. The Authorized User shall be liable for any unauthorized disclosure resulting from prohibited submissions.

This confidentiality obligation survives termination of this Policy for a period of three (3) years or longer where required by applicable law or contract.

Acknowledgement of Confidentiality

I acknowledge and agree to the confidentiality obligations set forth above.

Representations, Warranties and Indemnification

Each party represents that it has the authority to enter this Policy. Authorized User warrants compliance with the terms hereof and agrees to indemnify and hold harmless the Company for damages, losses, and costs arising from Authorized User's breach of this Policy or unauthorized disclosure of confidential or regulated data.

Governing Law

This Policy shall be governed by and construed in accordance with the laws of:

Entire Agreement

This Policy, together with any appended annexes, exhibits, or written authorizations expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements and understandings. Any amendments must be in writing and signed by authorized representatives of both parties.

Miscellaneous Provisions

If any provision of this Policy is held unenforceable, the remaining provisions shall remain in full force and effect. No waiver of any breach shall be deemed a waiver of any subsequent breach.

Acknowledgements

By signing below, the parties acknowledge they have read, understand, and agree to comply with this Business Use ChatGPT Policy.

Company Representative:

By:

Date:

Authorized User:

By:

Date:

What a Business Use ChatGPT Policy Is and Why It Exists

A Business Use ChatGPT Policy is an internal governance document that defines permitted and prohibited uses of generative AI tools across an organization. It sets scope, roles, data handling rules, security controls, approval workflows, and monitoring expectations to reduce legal, privacy, and operational risk while enabling productive use.

Why a Clear Policy Matters for Risk and Productivity

A concise policy reduces ambiguity, protects sensitive data, ensures regulatory compliance, and clarifies accountability for AI outputs. It also helps legal, HR, and IT align controls around vendor selection, access, and incident response.

Stepwise Process to Adopt and Apply the Policy

Follow a staged approach: assess, approve, deploy, train, monitor. Each step assigns clear roles and deliverables to reduce rollout friction.

01

Assess: Inventory AI uses and data types to identify risk tiers.
02

Approve: Secure sign-off from legal, privacy, and security for high-risk cases.
03

Deploy: Configure controls, access lists, and vendor settings before use.
04

Monitor: Log usage, review outputs, and audit for policy compliance regularly.

How to Configure an Online Approval and Usage Workflow

Map a simple workflow that routes requests, enforces authentication, and records approvals in a searchable audit trail.

Field	Configuration
Access Control	Role-based groups, least privilege assignments
Approval Workflow	Tiered sign-off for low/medium/high risk uses
Data Retention	Retention periods, anonymization, secure disposal
Authentication	MFA for policy editors and high-risk requesters

Where to Send and How to Route Policy Requests

Define a clear routing path so requests, exceptions, and incidents reach the right stakeholders without delay.

Upload: Submit request form to policy management system for intake.
Route: Automatically send to legal and privacy for high-risk items.
Approve: Designated approvers record decision and attach rationale.
Archive: Store approved requests and audit logs in the retention repository.

Technical Requirements for eSubmission and Recordkeeping

Define minimum technical features: secure transport, tamper-evident records, and common document formats for portability.

Document Formats: PDF, DOCX, and exportable audit logs supported
Integrations: Salesforce, Microsoft 365, Google Workspace integrations common
Security: TLS in transit and strong at-rest encryption required

Representative eSignature Vendor Comparison for Policy Workflows

The table compares starting price and common commercial features across five vendors to help IT and procurement evaluate e-signature platforms.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Security and Compliance Controls to Include

Encryption In Transit: TLS 1.2/1.3

Encryption At Rest: AES-256

Certifications: SOC 2 Type II, ISO 27001

HIPAA Support: BAA available

Regulatory Support: 21 CFR Part 11 compatible

Accessibility: WCAG 2.0 Level AA

Consequences of Poor Policy Controls

Tax Information Risk: IRS penalties for incorrect filings

I-9 Violations: Civil fines for paperwork errors

Data Breach Fines: Regulatory penalties and notification costs

HIPAA Exposure: Six-year retention and penalty risk

Contract Breach: Liability from unauthorized disclosures

Reputational Harm: Loss of customer trust and business impact

Common Pitfalls When Preparing a ChatGPT Usage Policy

Unclear scope that fails to distinguish personal from business use often results in inconsistent enforcement and unexpected exposures to sensitive data.
Absent training and change management leads to user confusion; employees may bypass controls if procedures are burdensome or unclear.
Failure to classify data types before authorizing AI access increases risk of PHI or regulated data being shared inadvertently with external models.
Not documenting exceptions and approvals creates audit gaps and weakens legal defensibility in the event of disputes or investigations.

Teams That Typically Use or Administer This Policy

Multiple functions participate in policy creation and enforcement to balance risk, legal requirements, and operational needs.

Legal and Compliance: Draft policy language, assess regulatory obligations, and approve high-risk use cases.
Information Security: Define technical controls, authentication, logging, and vendor security requirements.
HR and People Operations: Manage employee training, acceptable use, and internal disciplinary procedures.

Coordinated ownership ensures consistent application, timely updates, and reliable incident response across the organization.

Who Can Sign or Authorize the Policy

Chief Legal Officer

Typically provides final legal sign-off on policy language and exception approvals. The CLO ensures the policy aligns with applicable laws, supervises legal counsel review, and is included in corporate governance records.

Chief Information Security Officer

Validates technical controls, approves vendor security requirements, and authorizes operational deployment. The CISO documents encryption, logging, and access controls and oversees technical audits.

Essential Sections to Include in a Professional Policy

A complete policy addresses purpose, scope, permitted activities, prohibited data, controls, and governance to be enforceable and actionable.

Purpose

Explain rationale, objectives, and intended business outcomes so readers understand the policy's intent and boundaries.

Scope

Define covered users, systems, and jurisdictions to avoid ambiguity and to guide implementation and audit procedures.

Permitted Uses

List approved tasks and examples to help employees apply the policy correctly in everyday workflows.

Prohibited Data

Specify categories such as PHI, FERPA records, payment card data, and classified trade secrets that must never be submitted.

Controls

Describe required authentication, logging, redaction, and approval steps aligned with security and privacy standards.

Governance

State review cadence, exception processes, incident reporting, and roles responsible for updates and enforcement.

Practical Examples of Policy Application

Two brief scenarios show how different organizations adapt the policy to common use cases and compliance needs.

Healthcare Clinic

A medium clinic restricts model inputs to deidentified clinical summaries and requires a signed BAA with vendors.

Reviewers validate deidentification before use.
The policy reduced potential PHI exposure, documented vendor responsibilities, and created an audit trail for compliance reviews and internal audits.

Software Company

An engineering team uses the model for code suggestions but blocks production secrets and API keys.

Access is role-limited and logged.
That approach preserved developer productivity while limiting leakage of proprietary algorithms and enabling fast forensic review when needed.

Practical Tips to Keep the Policy Clear and Enforceable

Adopt measurable controls, update the policy regularly, and train users to reduce accidental noncompliance and improve adoption.

Limit Access

Grant AI tool access by role and least privilege; require approvals for higher-risk tasks to reduce unnecessary exposure of sensitive data.

Document Training

Provide concise, repeatable training modules and require attestations; document completion to support audits and investigations.

Use Data Minimization

Require redaction or synthetic/test data where possible; mandate reviewers check for embedded PHI or PII before submitting content to models.

Maintain Change Log

Record policy versions, reviewer comments, and approval dates so historical decisions are traceable during compliance assessments.

Frequently Asked Questions and Practical Answers

Answers address common operational, legal, and technical questions that arise when implementing a Business Use ChatGPT Policy.

Need help? Contact support

Can staff submit PHI to models?
No. Submitting protected health information is disallowed unless an approved architecture and contractual protections (including a vendor BAA where applicable) are in place.
Do employees need consent to use outputs?
Employees should follow internal guidance; consumer or third-party consent may be required if outputs include personal data or are used externally.
What authentication is recommended?
Use multi-factor authentication for policy editors and stronger controls for high-risk users; record identity attribution for each session and action.
How are exceptions handled?
Document exceptions with justification, risk assessment, and a time-bound approval from legal and security; log exceptions in the central policy register.
How often should the policy be reviewed?
Review annually or sooner after material changes to models, regulations, or significant incidents that affect risk posture.
Is automated logging sufficient for audits?
Automated logs are necessary but should be supplemented by periodic manual reviews, retention policies, and a searchable archive for audit readiness.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now