Governance
AI Usage Policy System
A written AI usage policy is drafted with you, covering acceptable use and approval thresholds, then kept current as rules change.
Staff are already using AI tools, often without knowing what is allowed. This system drafts a clear written usage policy with you: acceptable use, prohibited use, data rules and the point at which a new tool needs approval. It then routes approval requests to the right person and tracks who has read and acknowledged the current version. You own the policy and the records.
- A plain-language AI usage policy drafted with your team
- New tool requests routed to the right decision-maker
- Staff acknowledgement tracked every time the policy changes
$5,900
20–30 working days
Optional maintenance $295/mo
What it is
AI Usage Policy System drafts your written AI usage policy, covering acceptable use, approval thresholds and who signs off new tools, then gives you a system to keep staff acknowledgement current as the policy changes. Requests for new tools route to the right decision-maker, wherever your team already works.
Why businesses buy it
Without a written policy, every employee makes up their own rules about AI, and some of those rules involve pasting customer data into free tools. The cost shows up as a leak, an awkward client conversation or a ban that kills useful work. A clear policy that people have actually acknowledged fixes both problems. This system drafts it, routes requests and keeps acknowledgement current. The written scope sets exactly what is drafted and connected before you order.
Problems this solves
Staff use AI tools with no clear rules on what is allowed
The system drafts your AI usage policy, covering acceptable use, approval thresholds and who signs off new tools. It builds on your existing documents so the policy fits how you work.
You cannot show who has read and accepted the AI policy
Staff acknowledgement is tracked and kept current. When the policy changes, the system can ask staff to acknowledge the new version, so your record stays accurate.
Requests for new AI tools land with whoever happens to be asked
Tool requests route to the right decision-maker in the channels your team already uses. The approval thresholds written into your policy decide who that person is.
A good fit if
You do not yet have a written AI usage policy, or the one you have is out of date.
Staff are already using AI tools without clear rules on what needs approval and what does not.
You need a defined threshold for when a new AI tool needs sign-off before someone starts using it.
You want acknowledgement tracked, so you can show who has read and accepted the current policy, not just that one exists.
Not the right fit if
You need ongoing oversight of which models get approved for which use, not just the written rule. See AI Model Governance.
Staff need to ask questions about the policy day to day rather than read it once. See AI Policy Assistant.
You need policy, risk and audit built together as one system. See AI Governance System.
You need a live register of every AI tool in use, not the policy that governs them. See AI Model Inventory.
How it works
- We review what exists today. Any current policy drafts, informal rules, and the AI tools already in use across the business, gathered through your governance owner.
- The policy itself is drafted with you. Acceptable use, prohibited use, data handling rules and the threshold at which a new tool needs approval, written in plain language.
- Approval routing is set up. A request for a new AI tool routes to the right decision-maker, in Jira, email or wherever your team already works.
- Staff acknowledgement is tracked. Everyone who needs to read and accept the policy is recorded, so you can show who has and who has not.
- The policy is tested against real scenarios. A handful of realistic requests are run through the approval threshold to confirm it works as agreed, not just on paper.
- Updates are built to stay current. When the policy changes, the acknowledgement system flags who needs to re-confirm, rather than the policy quietly going stale.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- The AI tools and vendors your teams are using today, even informally.
- Any existing policy drafts or internal rules, so we start from what you already have.
- A governance owner who can decide on acceptable use and approval thresholds with us.
- Written authorization for any testing of the approval routing we set up.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One decision-maker who signs off the final policy wording and thresholds.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
business information confirmed and existing policy drafts or rules received.
Weeks 1–2
Policy drafted with your governance owner, covering acceptable use and approval thresholds.
Week 3
Approval routing and staff acknowledgement tracking configured.
Weeks 3–4
Test scenarios run through the policy and results reported back to you.
Week 4
Your review and two rounds of changes to wording or thresholds.
Go-live
Live, recorded handoff session, and the 30 days of support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $5,900 |
| Express | 15–25 working days | $6,800 |
| Rush | 10–20 working days | $7,650 |
What you receive at handover
- A written AI usage policy document covering acceptable use, data rules, approval thresholds and sign-off for new tools
- Staff acknowledgement tracking for the current policy version, in one admin console or form
- New-tool request routing to named decision-makers, with up to five policy rules or thresholds configured
- A test log of acknowledgement and request-routing scenarios
- An admin guide and a recorded 60-minute handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can give staff a straight answer on which AI tools they may use and how.
- Helps you show clients and auditors that staff have accepted the current policy.
- Makes it more likely a new tool request reaches the right person first time.
- Staff acknowledgement of the current version
- From the tracking record, compare staff who have acknowledged with total staff. Check again after every policy update.
- New tool request turnaround
- Use request and decision timestamps. Compare with how long requests took before the system went live.
- Unapproved AI tools found in use
- Count them in a quarterly check with team leads, starting before launch.
Before you start: Record whether a written AI policy exists and who has seen it. List the AI tools staff use today and how requests are handled.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running the policy and its acknowledgement tracking afterwards costs roughly $20 to $300 a month in your own accounts, mainly hosting for the tools that route approvals and record sign-off.
AI usage during build and testing bills to your own accounts as well, so no provider relationship runs through us.
Ask about running costsCustom requirements
Need approval routing across more than three systems, or more than five policy rules? Add a note at checkout for a written Change Quote; your original order is not affected while you wait for it. Larger or bespoke projects use the Custom AI request form.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes, updates, a monthly health report and change hours for wording updates as rules shift or a new approval threshold as the business grows. It starts after the 30 days of support.
$295/mo (5% of the build price a month, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An HR or compliance suite bundles policy templates into a broader subscription | A law firm or consultancy bills by the hour for drafting | Ours is one fixed price, shown on this page before you buy |
| Scope | A template library gives you a generic starting point to edit yourself | An agency's scope depends on how the engagement is billed | Ours is written to your business, with acknowledgement tracking included |
| Delivery | A template is available immediately but still needs real drafting work | A law firm engagement can run several weeks before a draft lands | Ours has a fixed delivery time shown before you buy, with faster options |
| Acknowledgement | A template library rarely tracks who has actually read it | Tracking is usually billed as a separate line item | Ours records staff acknowledgement as part of the build |
Questions about this product
How much does AI Usage Policy System cost?
It is a one-time fixed price covering everything on the Scope Card: drafting the policy with you, setting approval thresholds and routing, and the acknowledgement tracking, plus an admin guide and a recorded handoff. The price panel on this page shows the figure at each delivery speed, so the full cost is clear before you buy. Running costs are small and paid in your own accounts.
What does AI Usage Policy System cost to run once it is live?
Running the policy and its acknowledgement tracking costs roughly $20 to $300 a month in your own accounts, mostly hosting for the tools that route approvals and record who has signed off. There is no separate license fee for the policy content itself. The exact figure depends on how many systems you connect for approval routing.
How is AI Usage Policy System different from AI Model Governance?
AI Usage Policy System writes the rule: what counts as acceptable use, and what threshold triggers approval. AI Model Governance then runs the ongoing process of approving or rejecting specific models against that rule. Many buyers start with the policy here and add model governance once there are enough approval requests to justify the extra oversight.
What happens when a request crosses the approval threshold?
The request routes to the decision-maker you named during setup, with the relevant part of the policy attached, so they can approve, reject or ask for more information. The system does not approve anything itself; it only applies the threshold you defined and puts the decision in front of a qualified person, because that call belongs with your team, not the software.
Can we update the AI Usage Policy System policy later as rules change?
Yes. Wording changes, a new prohibited use, or an adjusted threshold usually fit inside the monthly change hours in maintenance, and the acknowledgement system flags who needs to re-confirm. Adding a fourth connected system for routing, beyond the three in scope, goes through a Change Quote agreed before work starts on it.
Can we cancel AI Usage Policy System maintenance later?
Yes. Maintenance runs month to month with no lock-in, so you can cancel any month once the 30 days of included support has ended. If updates become rare once the policy has settled, you may not need it every month.
Who owns the finished AI usage policy document?
You do. The policy is delivered as your own document, held in your own systems such as Google Workspace or Microsoft 365, not locked inside a platform we control. We draft it with you and hand it over with an admin guide and a recorded session, and you are free to edit, reissue or move it at any time.
Give your AI usage rules a written policy, not a verbal understanding.
Order AI Usage Policy System and your acceptable-use policy and approval thresholds are live on a fixed delivery date.
Works well with
