Creating an AI Policy — What Every Association Needs to Include

A man typing on a laptop sitting on a desk with digital graphics floating above it.

As associations continue to explore the possibilities of artificial intelligence (AI), one thing is becoming increasingly clear: adopting AI isn’t just about selecting tools.

It’s about establishing responsible, strategic practices. That’s where an AI use policy comes in.

Whether your organization is actively using AI or just beginning to experiment, a well-crafted policy offers guidance, sets expectations, and builds trust with your members and staff.

From defining how tools are used to safeguarding member data, here’s what every association should consider when building an AI policy that works now and scales for the future.

Core Components of a Strong AI Policy

An effective AI use policy should do more than outline acceptable tools — it must provide a framework that aligns with your association’s values, risk profile, and member expectations.

We recommend starting with four key areas.

Data Handling

Clearly outline what types of data can and cannot be used in AI tools. This includes rules around member data, event participation records, email lists, and internal reports.

Define how data will be anonymized, encrypted, and stored, especially when using generative AI or machine learning models that may train on input.

Attribution

AI tools can speed up content creation, but transparency matters. Your policy should include guidelines for disclosing when content has been AI-assisted, whether in newsletters, social posts, reports, or member communications.

Consider attribution requirements for internal and external use.

Member Transparency

It’s essential to communicate how AI is used when interacting with your members. Are you using AI-powered chatbots on your website? Automated recommendation engines for event sessions?

Outline how members will be notified and how they can opt out, if applicable.

Tool Usage

Provide a list or examples of approved tools, and clarify what’s off-limits. Encourage experimentation, but within guardrails.

This is particularly important for free or consumer-grade AI tools that may have unclear data retention or ownership practices.

Sample Clauses to Consider

Based on our consulting work, here are a few sample clauses associations may want to adapt.

Data Use and Protection

AI tools may only be used with de-identified or non-member-specific data unless otherwise approved by the Data Governance Committee.

Staff must ensure that no personally identifiable information (PII) is input into generative AI platforms unless operating in a secured, enterprise-approved environment.

Content Attribution

All externally published content generated or enhanced using AI tools must include an attribution tag or notation, such as: ‘This article was developed with the assistance of AI technology and reviewed by [staff name].’”

Approved Tools and Access

“Only AI tools that meet our data privacy and security standards may be used for association business. A list of approved tools is maintained by IT and reviewed quarterly. Requests to add new tools should be submitted through [form or team].”

Training & Skill Development

“Staff must complete baseline AI literacy training within 60 days of adoption. Additional training may be required based on role and tool usage.”

Addressing Privacy and Data Security

Concerns around data privacy are not just legal. They’re reputational.

To safeguard your organization’s data, your AI policy should include protocols around:

Data anonymization. Strip out PII before inputting information into any AI system.
Zero-retention tools. Prioritize tools that do not store prompts or uploaded files. If using tools like ChatGPT, explore business plans with enhanced security or API use via Microsoft Azure/OpenAI.
Access control. Limit who can use which tools — and for what purpose. Role-based permissions reduce risk.
Third-Party Agreements. Review vendor terms of service. Ensure your association retains ownership of content and can audit how data is used or stored.

You don’t need to have all the answers on day one, but your policy should demonstrate an intent to use AI ethically, securely, and in alignment with your mission.

Connecting Policy With People: Upskilling and Augmentation

An AI policy isn’t just a technical document. It’s a cultural guidepost. Rolling it out is an opportunity to engage your team, upskill your staff, and demonstrate that AI isn’t replacing people. It’s empowering them.

By pairing policy adoption with internal training, you foster a culture of curiosity and shared responsibility. It’s also a chance to reframe the conversation: AI can eliminate repetitive tasks, freeing up staff to focus on strategy, relationships, and innovation.

Investing in your team during this transition is key. Start with AI 101 sessions, then offer role-specific use cases (e.g., member services, marketing, IT). Equip them with tools and confidence, and show them you’re building this future together.

AI is transforming how associations operate, but transformation without governance is a risk. A well-crafted AI policy isn’t about slowing down innovation. It’s about creating clarity, building trust, and setting your organization up for responsible growth.

Dennison & Associates Can Help You Navigate Your AI Policy Creation

If you’re ready to take the first step, Dennison & Associates is here to help you navigate the strategy, implementation, and cultural shifts AI brings to your association.

We’d love to discuss your situation and lend a hand with advice or an assessment. Contact us to request a conversation or consultation.