Where to get a generative AI policy template

1. Free templates, and the guidance behind them

The template itself is the Japan Deep Learning Association's (JDLA) Guidelines for the Use of Generative AI. Its document room says the association drafted and published a template of usage guidelines so that organizations considering generative AI can introduce it smoothly. Version 1.1 (published October 2023) comes as a clauses-only edition and an edition with brief commentary, and an image-generation edition (version 1, February 2024) sits alongside. The page tells users to add or amend items to fit their own purposes (JDLA document room, in Japanese, checked October 27, 2026).

For the thinking behind a policy, the source is the AI Guidelines for Business from the Ministry of Internal Affairs and Communications (MIC) and the Ministry of Economy, Trade and Industry (METI). Version 1.2 was published on March 31, 2026. MIC's page lists the main text and appendices, a checklist and worksheet (Appendix 7) and a draft usage guide (MIC page, in Japanese). The draft guide says the guidelines impose no obligation and set out how businesses that develop, provide or use AI can take their own measures. It also says a company should not apply everything as written but respond in proportion to its size and situation. Among the stated uses is referring to the guidelines when drafting or updating internal AI policies and rules. The guide is a draft and may be revised.

On personal information, Japan's Personal Information Protection Commission issued a notice on the use of generative AI services on June 2, 2023 (Personal Information Protection Commission, in Japanese). The part of an internal policy that sets conditions for entering personal information should be written to match both this notice and the terms of the service you use.

Our view We see the template as a tool that saves writing from a blank page, not as an internal policy you can issue as it stands. Handing out a template still dated October 2023 leaves points that clash with the contracts and settings of the services you use today. If a policy exists but the services staff actually use are named nowhere in it, a partner asking to see your AI usage rules cannot be answered from the document in hand. A competitor that has a document carrying its own company name in place during 2026 will show the difference in how many confirmation items it needs at the quotation or account-opening stage. Start by listing the AI services staff use, and check JDLA's document room from time to time to see whether a revised template has been published.

2. How to adapt a template to your company

What separates a usable policy from a copy is less the wording of the clauses than whether you can fill in the following five points with your own facts.

Which services are allowed: state whether only company-contracted accounts are permitted and whether personal accounts are banned.
What may and may not be entered: divide by actual document type, such as quotations, customer ledgers and partner lists.
Conditions when personal information is involved: write the steps for checking that it is within the purpose of use and that the provider does not use it for machine learning.
Handling of output: decide who checks AI-written text and figures before they leave the company.
When to review, and who: assign someone to watch for changes to the guidelines and service terms, and set how often to review.

If you do not yet know how AI is being used inside the company, survey actual use before drafting clauses. The checklist in Appendix 7 of the AI Guidelines for Business summarizes the points to confirm and can double as an internal audit sheet. Its items include whether policies on AI governance and privacy have been drawn up.

3. What we can take on

The page for our AI data protection service lists an internal AI usage policy among the deliverables. It sets out, in a table, what may and may not be entered, using your actual documents such as quotations and customer ledgers as examples. We also check the settings of external AI services and organize viewing permissions by document. The initial fee is 0 JPY; we ask for the number of staff and the volume of documents, and give a written quotation before starting. For documents that cannot leave the company, there is also a setup that runs the AI on your own equipment (the fully in-house plan of the AI back-office assistant, 29,800 JPY per month, excluding tax).

For details, see the AI data protection page.

Summary

For free, the practical combination is JDLA's Guidelines for the Use of Generative AI as the base, with version 1.2 of the AI Guidelines for Business supplying the reasoning. It becomes an internal policy only once you fill in the service names, the permitted documents, the conditions for personal information, who checks output and when to review, using your own facts.

This Q&A is part of the AI Adoption Guide for Small Businesses, under Data leaks and internal rules.

Questions this article answers

Can I get a generative AI policy template for free?

JDLA's document room publishes a template of its Guidelines for the Use of Generative AI. Version 1.1 (October 2023) comes as a clauses-only edition and one with brief commentary. The page tells users to add or amend items to fit their own purposes.

Must small companies comply with the AI Guidelines for Business?

The draft usage guide from MIC and METI says the guidelines impose no obligation and set out how to take voluntary measures. It adds that a company should respond in proportion to its size and situation rather than apply every item.

Sources

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If you want to try this in your own business

To see how the topics in this article would apply to your own operations, and what it would cost, send us a message through the contact form.