Nonprofit AI policy template

[Organization name] — AI use policy Approved [date] · Review by [date, e.g. 12 months later] 1. Purpose We use AI tools to save staff time on drafting and summarizing, so more of our time goes to our mission. People stay responsible for everything we publish or send. 2. What AI may be used for - First drafts of grants, donor letters, social posts and reports - Summarizing meeting notes and long documents - Brainstorming and editing our own writing 3. What must never be entered into an AI tool - Personal information about the people we serve (names, addresses, health, immigration or case details) - Donor financial or payment information - Staff personnel records - Anything confidential under a contract or law 4. Human review A staff member reads, checks and edits every AI output before it is used. The person who owns the work is responsible for its accuracy and tone. 5. Approved tools [List the AI tools staff may use, and who approves new ones.] 6. Disclosure We tell people when content is substantially AI-generated if [describe when — e.g. a funder or partner asks, or for public reports]. 7. Training and questions New staff learn this policy during onboarding. Questions go to [name/role].