# Give your team a one-page rule for what's safe to paste into AI

> A clear do and don't sheet your team can read in two minutes, written before someone pastes in a client list.

Describe your business and the tools your team uses. You get a plain one-page rule sheet that says what staff can paste into AI chats, what they never paste, and who to ask when they're unsure.

- Page: https://thesolocreators.com/prompts/one-page-ai-rules-for-your-team/
- Category: Put your business on autopilot
- Made for: Small business owners, Consultants
- Works in: ChatGPT, Claude, Gemini
- Time: About 15 minutes
- Effort: Just copy and paste
- Note: This is a team guideline, not legal advice. Check your industry's privacy rules separately.
- Published: 2026-10-25

## What should my employees be allowed to paste into ChatGPT?

Write a short rule sheet that lists what staff can paste, what they never paste, and who to ask, then share it with the whole team. Any of ChatGPT, Claude or Gemini can draft it from a description of your business. A small crew might only need the five-line chat version, while a bigger team that handles customer records gets more from the full page with examples. Either way, add a rule that a person checks anything AI writes before a customer sees it.

## The prompt

Fill in the parts in [square brackets], or leave them and the AI will ask you for them.

```text
I run [YOUR BUSINESS, e.g. a 12-person landscaping company]. My team already uses AI chat tools on their phones and laptops, and I want simple rules before something private gets pasted in.

We handle this kind of information: [SENSITIVE INFO, e.g. customer addresses, quotes, payroll].
The AI tools we use or allow: [AI TOOLS, e.g. ChatGPT and Gemini].

Write a one-page rule sheet in plain words that anyone on the team can follow. Include:
1. Three or four things that are fine to paste in, with everyday examples from our work.
2. A short "never paste" list, with examples.
3. How to remove names and numbers before asking for help.
4. A rule that a person checks anything AI writes before it goes to a customer.
5. Who to ask when unsure: [CONTACT PERSON, e.g. the office manager].

Keep it friendly, under 300 words, with no legal jargon. Then give me a five-line version for a team chat.
```

## Step by step

1. Paste the prompt into a new chat and fill in your business details
2. Read the draft and cross out anything that doesn't fit how you work
3. Ask for a shorter version you can pin by the till or in your team chat
4. Share it with your team and ask them which AI tools they already use

## What you'll get

A friendly one-page AI rule sheet with fine-to-paste and never-paste examples from your own work, plus a five-line version for your team chat.

## Good to know

**What should my employees be allowed to paste into ChatGPT?** Write a short rule sheet that lists what staff can paste, what they never paste, and who to ask, then share it with the whole team. Any of ChatGPT, Claude or Gemini can draft it from a description of your business. A small crew might only need the five-line chat version, while a bigger team that handles customer records gets more from the full page with examples. Either way, add a rule that a person checks anything AI writes before a customer sees it.

**Which AI tools does this work in?** It works in ChatGPT, Claude and Gemini. On this page, ChatGPT and Claude open with your prompt already typed in. This is a team guideline, not legal advice. Check your industry's privacy rules separately.

**How long does it take?** About 15 minutes. It's rated "Just copy and paste". There are 4 steps, listed above.

**What do I need before I start?** Just your details for 4 blanks: your business, sensitive info, ai tools and contact person. You can skip any, and your AI will ask for them.

**What will I get back?** A friendly one-page AI rule sheet with fine-to-paste and never-paste examples from your own work, plus a five-line version for your team chat.

Idea spotted on Reddit, shared by u/Panic_Lion (thread), r/smallbusiness: https://www.reddit.com/r/smallbusiness/comments/1xc6m2y/how_are_you_implementing_ai_in_your_small_business/. The prompt is The Solo Creators' own version.

## Go further

Ready-made skills in the Solo Creators AI Studio (https://thesolocreators.com/studio/) that fit this: Second Brain (Give your AI a memory it reads across every project, so it finally knows your business); Watch It For Me (Drop any video link and get the step-by-step playbook, the full timestamped transcript, and the best quotes. Without watching it).

From AI Use Cases and Prompts by The Solo Creators: https://thesolocreators.com/prompts/. Free to use; please link back to the page when you share it.