AI Data Boundaries One-Pager
One page every employee can read in two minutes: which AI tools are approved, what must never go into them, what needs a check first, and which outputs need a named person to sign off.
AI DATA BOUNDARIES — ONE PAGE Everyone on the team should be able to read this in two minutes and answer three questions: which tools, which information, who signs off. TEAM: ______________________ OWNER OF THIS PAGE: ______________________ DATE: __________ 1. APPROVED TOOLS — use these, with your company account ______________________ ______________________ Anything else is not approved for company work. Ask: ______________________ 2. NEVER GOES INTO AN AI TOOL [ ] Passwords, keys, access tokens [ ] Government ID numbers, bank and card details [ ] Health information about any person [ ] Customer data we hold under a contract or NDA that forbids it [ ] Unreleased financial results [ ] ______________________ [ ] ______________________ 3. CHECK FIRST — ask the owner of this page before using [ ] Customer names with anything about their account [ ] Employee information (HR, pay, performance) [ ] Contracts and legal correspondence [ ] ______________________ 4. FINE TO USE [ ] Public information [ ] Our own published material [ ] Internal documents on the Approved Source Inventory marked "OK for AI tool" [ ] Anonymised data (names and identifiers removed BEFORE it goes in) 5. SIGN-OFF — a named person checks before the output is used Output Who signs off Anything sent to a customer ______________________ Anything with a number in it ______________________ Anything that goes to leadership ______________________ ______________________ ______________________ 6. IF SOMETHING WENT IN THAT SHOULD NOT HAVE Tell ______________________ the same day. No blame for reporting; the problem is not reporting. REVIEW THIS PAGE ON: __________ This page records a team's working rules. It is not legal advice. For regulated data, have counsel review it.
What you need first
- Your list of approved tools (or the decision that there are none yet)
- Any contracts or NDAs that restrict what you may do with customer data
- One person willing to own the page
How to use it
- 1
Write section 2 first, in plain words. If people need a lawyer to read it, they will not follow it.
- 2
Put real names in section 5. A role that nobody holds signs off nothing.
- 3
Walk the team through it in ten minutes, then pin it where the work happens.
- 4
Ask three people a week later which tools are approved. If they cannot answer, the page has not landed.
Make it yours
- When a manager answers “written guidance” on the readiness assessment and the team answers “no guidance”, this is the page that is missing or unread.
- Regulated industries: treat this as the summary of your policy, not the policy.
A planning worksheet, not a prompt: fill it in with your team. It pairs with the Internal Document Summary with AI workflow. See where it fits in AI for Leaders and Managers, or take the AI Readiness Assessment to find your team’s weakest area. Want to work through it with Jack? See how training works.
Templates that pair with this one
AI Tool Approval Checklist
A one-page checklist for approving one AI tool for a team: what it will be used for, what the vendor does with your data, who pays, who has access, and what you tell everyone.
Open template →Approved Source Inventory
A one-page list of the documents AI is allowed to read for your team’s work: what each one is, where it lives, who owns it, and when it was last checked.
Open template →Workflows that use this template
Internal Document Summary with AI
Summarise a long internal document for a specific reader and decision, with page references and a list of what the summary leaves out.
Open workflow →Customer Interview Analysis with AI
Synthesise customer interviews into themes with quotes and counts, without the model inventing a pattern.
Open workflow →
Bring one task.
Leave with it running.
Book a 30-minute call. You’ll have a recommended format and a written quote within 24 hours.
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