Nonprofit AI Use Policy

[Organization Name] | Adopted: _______________ | Last Reviewed: _______________

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1. Purpose

[Organization Name] (the “Organization”) encourages thoughtful use of artificial intelligence to support our mission — while protecting the people we serve, the data we steward, and the public trust we depend on.

This policy gives board members, staff, and volunteers shared expectations for using AI tools responsibly. AI can help you work more efficiently. It cannot replace human judgment, relationships, or accountability.

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2. Who This Policy Covers

This policy applies to all individuals who serve the Organization in any capacity, including:

• All members of the Board of Directors
• All paid staff, including full-time, part-time, and contract employees
• All volunteers, whether recurring, one-time, or remote
• Any individual acting on behalf of the Organization in an official or public role

Throughout this policy, these individuals are referred to as “covered persons.”

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3. Approved Tools

Before using any AI tool for organizational work, covered persons must use only tools approved by leadership.

Approved AI tools for [Organization Name]:

[List approved tools here — e.g., ChatGPT, Microsoft Copilot, Google Gemini, or “none at this time.” Include whether personal accounts, organization-provided accounts, or both are permitted.]

If you are unsure whether a tool is approved, ask your supervisor or the Executive Director before entering organizational information into any AI system.

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4. Permitted Uses

When using approved tools, covered persons may use AI to:

• Draft or edit internal and external communications (with human review before sending)
• Summarize meeting notes, reports, or program documentation
• Research background information for grants, proposals, or presentations
• Generate ideas for programs, events, or administrative workflows
• Improve clarity and grammar in documents you have already written

AI output is a starting point, not a finished product. Always review, edit, and take responsibility for anything you publish or send.

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5. Human Review Requirements

All AI-assisted content must be reviewed by a human before it is shared externally or used in organizational decisions.

• General communications: Reviewed by the person sending it or their supervisor
• Fundraising, grant, and public-facing materials: Reviewed by authorized leadership
• Content involving clients, beneficiaries, or vulnerable populations: Reviewed by the program lead and a second staff member
• Board materials and governance documents: Reviewed by the Executive Director or Board Chair

Do not publish AI-generated content without reading every word and confirming it is accurate, appropriate, and aligned with your mission.

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6. Restricted Uses

The following uses of AI are not permitted:

• Entering client, beneficiary, donor, or employee records into any AI tool unless leadership has explicitly approved that tool for that purpose
• Using AI to make final decisions about hiring, termination, discipline, or eligibility for services
• Generating content that misrepresents the Organization’s programs, outcomes, finances, or impact
• Uploading confidential board materials, financial data, or legal documents into unapproved tools
• Using AI to produce thank-you letters, grant reports, or donor communications without human review and factual verification

When in doubt, do not enter the information. Ask first.

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7. Confidentiality & Data Protection

Covered persons may have access to sensitive information about clients, donors, staff, and organizational operations. All covered persons must:

• Never enter personally identifiable information into AI tools unless leadership has approved that tool and use case
• Treat anything entered into an AI system as potentially non-confidential
• Follow existing confidentiality obligations in employee handbooks, volunteer agreements, and client privacy policies

Assume that information you enter into an AI tool could be retained, processed, or exposed outside your control.

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8. Fairness & Mission Alignment

AI systems can reflect biases present in their training data. Covered persons must:

• Review AI-generated content for bias, inaccuracy, or language that could harm the people you serve
• Not use AI to screen, rank, or assess clients, job applicants, or beneficiaries without human oversight and leadership approval
• Ensure all AI-assisted work supports the Organization’s mission and values

Technology should advance your mission — not compromise the dignity of the people you serve.

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9. Transparency

[Organization Name] values honesty with donors, partners, and the public. When AI plays a meaningful role in content shared externally, covered persons should follow leadership’s disclosure standard.

[Describe your organization’s disclosure practice — e.g., “No disclosure required for minor editing assistance” or “AI-assisted materials will include a brief note when AI shaped the core message.”]

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10. Expectations by Role

Everyone covered by this policy is responsible for using AI wisely. Specific roles carry additional expectations:

Board members are responsible for approving this policy, reviewing it annually, and ensuring AI use supports good governance — not shortcuts around oversight or accountability.

Staff must follow approved-tool and review requirements in daily work, especially in communications, fundraising, grant writing, and any role involving access to sensitive data.

Volunteers must use AI only for organizational work that leadership has authorized, follow all confidentiality rules, and ask their supervisor before using AI tools in client-facing or public communications.

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11. Reporting Concerns

If AI-generated content causes a factual error, a confidentiality concern, or a problem with a client, donor, or partner, report it promptly to:

• Supervisor or Department Head: [Name / Contact]
• Executive Director: [Name / Contact]
• Board Chair: [Name / Contact]

The Organization will not retaliate against anyone who raises a concern in good faith.

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12. Annual Review & Acknowledgment

This policy will be reviewed by the Board at least once per year. All covered persons must sign the Acknowledgment upon beginning their service and again following each annual review.

Acknowledgment

I have received, read, and understand the AI Use Policy of [Organization Name]. I agree to abide by these standards throughout my service and understand that violations may result in disciplinary action up to and including removal from my role.

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This policy applies to all board members, staff, and volunteers serving [Organization Name]. It will be reviewed annually and updated as needed.