Acceptable use guidelines and policies set out the rules and standards that govern how AI tools may be used. They provide clarity to employees, contractors, partners and end-users about what is – and is not – permitted when accessing or deploying AI systems. With AI tools capable of generating content, processing sensitive data and making decisions, clear policies are vital to protect businesses from legal, regulatory and reputational risks.

Our solicitors advise organisations on drafting and implementing effective acceptable use guidelines tailored to their specific AI tools and industry requirements.

Why Acceptable Use Policies Matter

Without clear rules, businesses face significant risks, including:

  • Misuse of AI – employees or users applying tools in ways that breach contract terms, infringe intellectual property or cause harm.
  • Compliance failures – lack of alignment with data protection, discrimination or online safety laws.
  • Reputational damage – inappropriate or unethical use leading to loss of trust.
  • Liability exposure – unclear responsibility for harmful or unlawful outputs.

Internal Acceptable Use Policies

We help businesses design internal rules for staff and contractors that cover:

  • What types of data may be input into AI systems.
  • Prohibited uses, such as generating discriminatory or misleading content.
  • Requirements to check and verify AI outputs before use.
  • Confidentiality, intellectual property and data protection compliance.

External Acceptable Use Policies

Where AI tools are made available to customers or the public, we advise on external-facing acceptable use policies that set out:

  • Permitted and prohibited uses of the AI tool.
  • Responsibilities of users when relying on outputs.
  • Processes for reporting misuse or harmful content.
  • Sanctions for breach, including suspension or termination of access.

Embedding in Contracts and Governance

Acceptable use guidelines are most effective when supported by clear contractual and governance frameworks. We advise on:

  • Incorporating acceptable use terms into client, supplier and user agreements.
  • Aligning policies with wider compliance frameworks, including content moderation and data ownership.
  • Establishing monitoring, enforcement and escalation processes.

Why Take Legal Advice?

Tailored acceptable use guidelines ensure that AI tools are deployed safely, responsibly and lawfully. They protect businesses from misuse, strengthen compliance and build user trust.

For any questions you may have, our acceptable use policy solicitors Neil Williamson and Colin Lambertus can help you.