AI use policy, Toowoomba
Your rules
for AI, put
in writing
Your staff may be using AI already, and nobody's written down what can go into it or who checks what comes out.
I sit down with you for about an hour and write a policy that fits how your business works. You keep it as a Word file you can change.
It starts with a free 30-minute call.
At a glance
- Price
- $750 inc GST
- Staff survey
- $200 inc GST extra, if you'd like one
- Good for
- A small first step
- Your time
- About an hour's interview, and a short call on the draft
- After
- Emails at 3, 6 and 12 months on anything to add
- Travel
- No charge within 100 km of Toowoomba
Is it for you?
Is a policy the right start?
You're not ready for a full set-up
You'd like some rules in place before putting money into anything bigger.
Your field has its own rules
You answer to a body like the TPB, the Law Society or Ahpra, and you'd like your policy to fit what it expects.
You've got staff
Since 20 October 2026, anyone using AI on papers for a Fair Work Commission case has to say so and check them.
You've got one already
You'd like it looked over and brought up to date, keeping the parts that still work.
If you're getting Claude set up with me, a policy already comes with the Claude Set-up, so you won't need this as well. On its own, it covers whatever AI your team uses, Claude or not.
Book a callA free 30-minute call to see if a policy suits you.
Free outline
An AI use policy template, in outline
Here's what goes in a policy I write. You're welcome to use it as a starting point for your own. It's an outline, and it isn't legal advice.
1What goes in a policy
- Why you have it. One short paragraph in your own words.
- Who it covers, and what counts as AI. Everyone, on any device, and AI built into your other software.
- Who's in charge. Who looks after AI, and who's accountable.
- Your AI register. The tools you've approved, what each is for, and what its terms say about training on your data.
- What goes in, and what never does. Client information goes in only with their permission or where they'd reasonably expect it, and the rest is listed as kept out.
- Personal accounts. I'd keep them out of work.
- What AI is never used for. Final advice or decisions with no person involved, and anything meant to mislead.
- Checking and training. A person who knows the work checks it, and anyone using AI is trained first.
- Telling your clients or customers. How they're told you use AI, and whether you need their permission. Your adviser or professional body should word this.
- Keeping a record. A note of the tool, what it did and who checked it.
- When something goes wrong. Who to tell that day, checking for a data breach, and how the work carries on by hand.
- Reviewing it. Who looks at it each year, and after an incident, a new tool or a change in the law.
- Fake voices and messages. Call back on a known number before paying, changing bank details or giving access, whoever seems to be asking.
- Sign-off. You adopt it, and anyone else in the business signs it.
2What to add if it applies
- You've got staff: Fair Work Commission documents.
- Tools that make big decisions about people: if the Privacy Act covers you, your privacy policy has to say so from 10 December 2026.
- AI that acts on its own: who approves it, its limits, and who checks its work.
- AI note-takers: getting consent before recording a meeting or call, and where the notes go.
- Copyright: what you don't have the rights to put in.
- Your field's rules: if you answer to a body like the TPB, the Law Society or Ahpra.
The Australian Government also has a free AI policy guide and template you can download. To see what a finished policy from me looks like, read the example policies.
Book a callA free 30-minute call, if you'd like yours written for you.
How it works
An hour with you, then a draft
Most of the work is mine. Your part is the interview and one short call to make your choices.
1Before we meet
- Your current policy, if you've got one. Send it to me first, and I'll keep your wording where it works.
- A staff survey, if you'd like one. It's anonymous, runs for five working days and closes the day before we meet. With 6 or more staff you see the answers as written. With 5 or fewer you get my summary.
2The interview and your draft
- About an hour with you. And whoever will look after AI, if that's someone else. In person around Toowoomba, or by video further out.
- A Word draft. On top is a page with my recommendation on each choice that's yours to make, and the rules that apply in your field.
- A 30-minute call. You make your choices. Then there's one round of changes and your final copy.
3After
- Emails at 3, 6 and 12 months. On changes in AI you may want, or legally need, to add. They're included.
- A yearly review. Your policy names who reviews it each year. If you'd like me to make the changes, it's $350 inc GST.
Book a callA free 30-minute call to see if a policy suits you.
What you get
A policy your team can follow
Plain rules
Which tools are approved, what never goes into them, who checks AI work, and what happens when something goes wrong.
Your field's rules
If you answer to a body like the TPB or the Law Society, I look up what it expects and build it in.
A copy you can change
A Word file in your business's name, and one line saying how it was made.
See the detail for yourself in the example policies, one for a made-up business in each of eight industries.
What's not included
What the policy doesn't cover
- Setting up Claude. That's the Claude Set-up.
- Your engagement letters or client terms. Your adviser or professional body should word those.
- Talking with your staff about it. That's your call, and the survey's there if you'd like their views first.
- Legal, tax or financial advice.
Where to next
Other ways I can help
- Workflow Audit: which of your jobs AI can help with, in writing.
- Claude Set-up: Claude, a policy and training for your team in one job.
- Workflow Build: your Audit's jobs built in Claude.
- Fix-up and Tune-up: for Claude that isn't working the way you hoped.
Hi, I'm Chad.
AI is changing how small businesses work, and it's moving fast. I want to help you understand it well enough to make good decisions: what to hand over, what to check, and what to keep with your people.
I've built my own business on Claude. My social media runs on it, from writing the posts to scheduling them, and it works to rules I've set and maintain. I've got automated workflows right across the business, from mail and contacts to research and planning. Doing it myself is how I've learned what works and what doesn't.
I'm based in Toowoomba, I'll come to you, and you'll deal with me from start to finish.
- Privacy's part of every job.
- When I report on the AI tools your people use, I name the tools and the jobs. I don't say who uses what.
Questions
Things people ask
Is there a free AI use policy template?
Yes. You can use the outline above, or the Australian Government's free template. Both are starting points, and you'd fill in the detail for your business.
Can't I just use a template?
You can. A template doesn't know which tools your team uses or how your work runs. When I write yours, it comes from an hour with you, and if you answer to a body like the TPB or the Law Society, I look up what it expects and build it in.
Is it just for Claude?
No. It covers any AI your team uses, including AI built into software you already have.
What's the Fair Work Commission rule?
Since 20 October 2026, if you use AI to help write a document for a Fair Work Commission case, you have to say so in it, say how you used it, check it, and say you've checked it. Using it only for spelling, grammar or layout doesn't count. The Commission also says not to put personal details of other people in the case, or confidential case information, into public AI tools, and it counts paid Claude as public. A policy for a business with staff covers it. The Commission's own page is fwc.gov.au/genai.
What if I don't agree with something?
Some of it's your call, and the draft gives my recommendation on each with the reason. A few things go in every policy I sign off, like a person checking AI work. If you'd rather leave one out, I'll explain once why it's there. If it's still no, you get the policy with a short note on what's missing.
Is the staff survey really anonymous?
Yes. The form doesn't record who answered, and the top of it asks your staff not to put their names in.
How do I book?
Book a free 30-minute call. We'll talk about your business, and if a policy suits, we'll set a time for the interview.