IT and AI policy template for non-profits

Technology services like AI tools, cloud platforms, and data analytics have become integral to how nonprofits operate and deliver their missions. However, small and medium organisations typically manage these technologies poorly, lacking the specialised IT support that larger organisations rely on.

While technology management isn’t the primary focus for organisations dedicated to social good, team members still need proper guidance, education, and training. Without this foundation, staff cannot effectively use these tools, assess potential risks, or recognise opportunities to improve their work and move closer to achieving their mission.

A practical approach

You don’t need a perfect policy from day one. Start with the essentials and build over time.

• Begin by documenting which tools your team currently uses, what data they handle, and where potential vulnerabilities exist. Use our IT policy assessment checklist to determine whether you need basic or advanced policies.

• Rather than writing policies from scratch, begin with a proven template that you can customise for your organisation’s specific needs and gradually refine based on your experience.

• Ensure all staff understand the policy, why it exists, and how to implement it in their daily work. Regular training sessions and clear documentation help maintain compliance.

• Your policy should be easily accessible to all staff and written in clear, practical language that enables implementation rather than creating barriers. Training should be provided to ensure knowledge levelling.

• Remember that technology changes rapidly. Schedule regular policy reviews (quarterly or bi-annually) to assess new tools, update guidelines, and incorporate lessons learned.