3 min read

What the Heck Is an AUP… and Why Every Business Needs One in the Age of AI

Picture of Byron Martin Byron Martin : Aug 13, 2025

Cybersecurity Compliance

4:55

If your team works from anywhere, uses a mix of personal and company devices, and is dabbling with ChatGPT, you need to keep reading.

With employees working remotely, hybrid, or on-the-go, your network is no longer confined to an office. It stretches across laptops, mobile phones, home Wi-Fi networks, and now... AI tools.

In a world where ChatGPT, Copilot, and other generative AI platforms are just a few clicks away, how can you be sure your sensitive business data isn’t accidentally being shared or exposed?

The answer is not “one thing” but a series of things you must implement and constantly be vigilant about, such as layered cybersecurity defenses, EDR, antivirus, spam-filtering software, patching, backups, and more.

The truth is: most business owners are flying blind when it comes to employee behavior and cybersecurity. Not because they don’t care, but because they don’t have clear boundaries in place. That’s where an Acceptable Use Policy (AUP) comes in.

What Is an AUP (and Why Should You Care)?

An Acceptable Use Policy is a simple, yet powerful document that outlines what employees can and cannot do with company-owned devices, data, and software, including how they use AI tools.

Think of it like the rules of the road. It sets expectations and reduces the risk of employees (even accidentally) opening the door to hackers, data breaches, or compliance violations.

Here’s Why Your Business Needs an AUP. Now More Than Ever.

Remote and hybrid work isn’t going away
Employees log in from everywhere, coffee shops, home networks, or even while traveling. That means your network is constantly exposed to new risks.

AI tools are introducing brand-new threats
In our recent webinar, we covered how AI tools like ChatGPT can unintentionally leak sensitive data, including customer info, financials, and proprietary documents. Without an AUP in place, employees may not even realize the risk.

Cyberattacks are getting sneakier
Gone are the days of clunky spam emails. Today’s phishing scams, ransomware attacks, and social engineering tactics are sophisticated, and your people are the biggest target.

Compliance demands are growing
Whether you’re in healthcare, finance, or just handling customer PII, regulators expect you to have clear policies around data use and access. AUPs help you stay on the right side of HIPAA, GLBA, and other frameworks.

What Should Your AUP Include?

At a minimum, your Acceptable Use Policy should clearly define:

How company devices, emails, and software should (and shouldn't) be used

Security expectations, like password management and MFA

Rules for accessing data on personal devices or home networks

Approved vs. prohibited apps, including AI and browser extensions

Tip: Create a separate AI Acceptable Use Policy. We have a worksheet that can help!

Guidelines for reporting suspicious activity or breaches
Disciplinary actions for policy violations

Don’t Forget: Training Is Just as Important as the Acceptable Use Policy

And here’s the kicker: you can’t just write it and forget it. Your team needs ongoing training and reminders to keep security top of mind.

An AUP only works if your employees understand and follow it. That’s why ongoing training should be part of your AUP strategy.

Here are a few critical topics to cover:

Access rules: Never use unprotected home PCs or personal devices to log in to company systems.

Password best practices: Create strong, unique passwords and enable multi-factor authentication.

AI use guidelines: Understand when and how AI tools like ChatGPT or Microsoft Copilot can be used, and what data should never be entered into them.

Spotting phishing and suspicious emails: How to identify red flags before clicking links or downloading attachments.

Safe browsing: Which websites and downloads to avoid.
Incident reporting: How to immediately report anything suspicious.

Pro Tip: Don’t assume your team “already knows this stuff.” Threats evolve constantly, and even seasoned employees need refreshers to stay sharp.

Ready to Protect Your Business (and Your Data) from AI Risks?

We’ve created an AI Acceptable Use Policy Worksheet to help you get started.
It’s designed to walk you through the key decisions, rules, and training points you’ll need to cover to safeguard your business, especially as AI becomes part of your daily operations.

Teknologize is a SOC 2 Accredited, Professional Technology Services company with clients throughout the Pacific Northwest. We have offices located in: